Pre-conference planning is perhaps the most essential phase of each conference, as thorough preparation is often the key to an efficient and smooth flowing event. This phase consists of tasks involved in planning and preparing for a conference. As our SA meeting planners conduct the following tasks, they focus on attention to detail and listening and responding to the client's specific needs. Below is a summary of the tasks that are involved in this phase. Depending on the size and complexity of the event, this list may be expanded or altered in many ways.
Coordinate with the client to identify conference requirements and attendees
Create, schedule, prepare agenda
Site Visit
Secure conference facilities
Reserve hotel room block at nearby hotel
Assist with distribution of conference notices, invitations
Create conference website
Finalize and format printed materials (agendas, bios, abstract books, etc.)
Communicate with speakers and guests (hotel accommodations, transportation and travel arrangements, AV requirements, directions, special requests, etc.)
Create and maintain attendee database
Generate badges, sign-in sheets, name-plates, etc.
Ensure that all guests are pre-approved by chairperson
Uphold security requirements (if required)
Collect speaker presentations ahead of time and load onto presentation computer
Menu planning and catering logistics
Coordinate audio-visual arrangements
Coordinate dinner or offsite event
On-site Conference Administration
The next phase of the Conference Planning Process is on-site conference administration and support. This refers to the activities that occur on the day(s) of the conference. Below is a list of elements that make up this phase.
Room setup / breakdown
Audio-visual equipment set-up, testing and monitoring
Poster board set-up and monitoring
Registration
Distribution of abstract books, agendas, biographies, etc.
Security Services
Copying, faxing, message boards
Catering arrangements
Post-conference Follow-up
The third and final phase of the Conference Planning Process is post-conference follow-up, which includes tasks that are routinely performed after each meeting. Elements of this phase may include:
Production and distribution of post conference CDs to attendees
Complete meeting operations management: site selection; contract negotiation; vendor management; conference/follow-up materials; registration management.
