Planning a conference involves hundreds of moving parts. Miss one detail and the whole event suffers. This checklist breaks the process into manageable phases — from six months out to post-event wrap-up.
6 Months Before
Define conference objectives, theme, and key messages
Set total budget with 10% contingency buffer
Shortlist and book venue (capacity, AV, accessibility)
Confirm date — avoid school holidays and industry clashes
Appoint project lead and core planning team
Begin speaker outreach and secure keynote
4 Months Before
Finalise speaker lineup and session schedule
Book AV production company and technical crew
Commission branding — stage design, signage, digital assets
Launch registration page and early-bird tickets
Confirm catering — dietary requirements, service style
Arrange photographer and videographer
2 Months Before
Send speaker briefing packs (AV specs, timings, logistics)
Confirm all supplier contracts and payment schedules
Plan delegate journey — registration, wayfinding, breakouts
Order printed materials — badges, programmes, signage
Brief on-site event staff and assign roles
Create detailed run sheet with minute-by-minute timings
2 Weeks Before
Final venue walkthrough with all key suppliers
Test all AV equipment — screens, mics, livestream
Confirm final delegate numbers with catering
Send delegate joining instructions and logistics
Prepare contingency plans (backup speakers, tech failures)
Brief security and first aid teams
Event Day
Arrive 3+ hours early for final setup and checks
Sound-check all speakers and test presentations
Brief registration team on check-in process
Monitor schedule — keep sessions to time
Capture content — photos, video, social media
Collect delegate feedback via post-event survey
Post-Event
Send thank-you emails to delegates and speakers
Share event highlights — photos, video, key takeaways
Analyse feedback and attendance data
Reconcile budget — actual vs. planned spend
Debrief with team — what worked, what to improve
Begin planning next year's conference
Typical Conference Budget Split
Common Conference Planning Mistakes
Underestimating AV costs — production is typically 20–25% of total budget, not 10%
Booking too late — premium London venues book 6–12 months ahead for conferences
Overloading the schedule — delegates need breaks, networking time, and breathing room
Ignoring accessibility — step-free access, hearing loops, and dietary requirements matter
No contingency plan — always have backup speakers, spare equipment, and plan B timings
Skipping the rehearsal — a full tech run the day before prevents 90% of day-of disasters
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