Conference, meeting & event planning template
Mind map for planning a Conference event or a large meeting. Covers delegates, procurement, venue selection and planning.Source: Mindmap - planning a conference https://www.stakeholdermap.com/project-templates/conference-project-plan.htmlMicrosoft Project Plan for a Conference https://www.stakeholdermap.com/project-templates/ms-project-templates.html
1. Start up
1.1. Project start date
1.2. Project brief written
1.2.1. Project Brief Template
1.2.2. Project Charter Template
1.3. Project brief signed-off
1.4. Authorization to proceed to initiation
2. Initiation
2.1. PID
2.1.1. Objectives
2.1.2. Business case
2.1.3. Event specification
2.1.4. Project quality plan
2.1.5. Project communication plan
2.1.6. Roles and responsiblities
2.1.7. PID signed-off
2.1.8. YOU MAY ALSO USE...
2.1.8.1. Project Charter Template
2.1.9. FREE PID template
2.2. Invite letter to speakers
2.3. Check dates for other events
2.4. Project plan completed
2.4.1. Microsoft Project Plan download for a Conference
2.4.2. Microsoft Project Plan download for a Meeting
2.4.3. Mind map for Planning a Conference
2.5. Resources booked
2.5.1. Event admin
2.5.2. Event mgr
2.5.3. Support on the day
2.5.4. Resource Planning Template
2.6. Conference details to marketing
2.7. Set up conf email address
2.8. Create registration form
3. Procurement
3.1. Venue procurement
3.1.1. Venues selected from preferred list
3.1.2. Event spec sent to venues
3.1.3. Quotes received
3.1.4. Venue shortlisted
3.1.5. Venue selected
3.1.6. POs completed
3.2. AV Providers
3.2.1. Suppliers identified
3.2.2. Send product specs
3.2.3. Quotes received
3.2.4. Suppliers shortlisted
3.2.5. Supplier selected
3.2.6. POs completed
3.3. Speakers
3.3.1. Speakers identified
3.3.2. Speakers sent event brief
3.3.3. Availability & fees received from speakers
3.3.4. Speakers shortlisted
3.3.5. POs completed
3.3.6. AV request form & dietary requirements sent to speakers
4. On the day!
4.1. On arrival at venue
4.1.1. Meet conf admins
4.1.2. Check Exhibitor stands
4.1.3. Check room layout
4.1.4. Tour venue with conf admins
4.1.5. Check location of conf packs
4.2. On day, but before delegate arrival
4.2.1. Set registration table
4.2.2. Set up AV
4.2.3. Check signage
4.2.4. Meet conf. venue mgr
4.2.4.1. check timings
4.2.4.2. Emergency procedure
4.2.5. Brief the Chair
4.2.6. Start the day!
4.3. At the end of the day
4.3.1. Collect evaluations
4.3.2. Collect stationary & any confidential papers
4.3.3. Check for lost items
5. Project close
5.1. Collate evaluations
5.2. Pay invoices
5.3. Review expenditure against budget
5.4. Check on write ups and reviews
5.5. Write conference report
5.6. Post conference review meeting
5.7. Write up lessons learned
5.7.1. Lessons Learned Template
6. Marketing & web
6.1. Poster design
6.2. Webpage
6.2.1. Set up online registration
6.2.2. Design webpage
6.3. Adverts
6.4. Secure conference review
6.4.1. Select magazines
6.4.2. Contact editors
6.4.3. Confirm reviewers journalists
6.5. Press releases
6.6. Email industry connections
6.7. Exhibitor stands
6.7.1. Select exhibitors
6.7.2. Obtain exhibitor leaflets for conference packs
6.7.3. Send invites to exhibitors
7. Delegate Management
7.1. Check online registration process
7.2. Prepare/check Acknowledgement & Acceptance emails
7.3. Issue invites to email lists
7.4. Monitor registrations, enter fax and paper requests
7.5. Registration deadline
7.5.1. 'last chance' email
7.5.2. update message on website
7.5.3. Meet Marketing if action needed up numbers.
7.5.4. Monitor registrations, enter fax and paper requests
7.5.5. Update venue on predicted numbers
8. Conference Pack
8.1. Order badges and folders
8.2. Order stationary
8.3. Create evaluation sheet
8.4. Collate info for packs
8.4.1. pre-reading
8.4.2. Exhibitor leaflets
8.4.3. Poster
8.4.4. Agenda
8.5. Printing and collation
8.6. Courier packs to venue
9. Final preparations
9.1. Finalise agenda
9.1.1. Post final agenda to website
9.1.2. Update venue on agenda
9.2. Finalise AV requirements
9.3. Send agenda, poster, directions & accommodation info. to speakers & advertisers
9.4. Check travel sites for disruptions
9.5. Send final info to delegates as necessary
9.6. Brief conference administators
9.7. Day before event
9.7.1. Check delivery of conf packs
9.7.2. Send latest delegate list to chair and conf admin
9.7.3. Check details with AV company
9.7.4. Ring conf admins to check details