14-15 Months Out:

• Set objectives and complete Needs Assessment
• Brainstorm locale, theme, and format
• Determine best date options
• Check with local Convention and Visitors Bureau for date conflicts
• Research and suggest venue options
• Create RFP for top Venues Options
• Conduct Site Inspections for top three potential Meeting Venues and subsequent Hotel Blocks
• Negotiate Meeting Venue and Hotel Block Proposals
• Make Meeting Venue Selection and finalize contract
  

12 Months Out:

• Develop preliminary budget
• Create conference specifications for venues
• Conduct site inspections to offsite venues (dinners, social events)
• Choose offsite venues and request contract
• Negotiate offsite venue contracts
• Finalize offsite venue contracts and pricing
• Create production schedule and assign champions
• Develop logo based on conference theme
• Create tentative agenda
• Invite keynote presenters
• Establish sponsorship levels and begin solicitation
• Create marketing strategies and timeline
  

9 - 11 Months Out:

• Negotiate contracts with any transportation companies (airline, car rental, ride shares, etc.)
• Email blast/conference website post /postcard "Save the Date" to prospective attendees
• Reserve staff hotel block
• Contract overflow sleeping rooms 
• Create list of alternate hotels
• Submit tentative agenda to venue
• Determine list purchase 
• Send Call for Papers to presenters
• Enter any payment deadlines for various contracts/vendors into production schedule
  

7 - 8 Months Out:

• Outline all presenter, staff and registration A/V and IT needs 
• Determine room set-ups
• Determine IT needs (Wi-Fi bandwidth, conference app, etc.)
• Determine material needs and assign champions
• Send out Request for Proposal for production/audiovisual company
• Review production/audiovisual RFPs and contract with a vendor
• Identify gifts and awards
• Select ground operator
• Set-up direct bill with venue and master account with any hotels necessary
  

3 - 6 Months Out:

• Update Website with conference information and registration link
• Outline food and beverage needs 
• Determine security needs and secure vendor
• Determine signage and décor needs
• Send out signage and décor RFPs
• Review signage and décor RFPs and contract with vendors
• Communicate venue shipping information to all parties
• Fine tune agenda
• Work with production company on stage set and production needs
• Determine onsite staffing needs
• Order office and communication equipment needed onsite
• Begin creation of the conference program
• Outline onsite registration needs
• Order gifts and awards
• Determine entertainment needs
• Contract entertainment
  

2 Months Out:

• Finalize food and beverage menu choices
• Outline and proof signage/banners/décor elements
• Order audiovisual equipment
• Order registration computers, data lines, counters and phones
• Finalize IT and Wi-Fi needs
• Send presenter confirmations and itineraries
• Conduct hotel audit against registered attendees prior to sleeping room cutoff date
• Assign sessions/presenters to rooms
• Assign any contracted hotel concessions (room upgrades, comp rooms, etc.)
• Book staff air travel
• Finalize any transportation needs
  

One-Month Out:

• Finalize and print conference program
• Print handouts and materials
• Work with production company on load in and load out procedures
• Work with client and production company to produce a program script
• Receive, review and approve Banquet Event Orders from venue
• Review audio visual orders and make any necessary additions/changes
• Proof and finalize all signage and décor elements for production
• Print all signage
• Prepare attendee evaluation forms
• Provide hotel with conference summary or resume
• Confirm conference attire with client
  

1-2 Weeks Out:

• Final food and beverage guarantees to onsite and offsite venues
• Produce name badges for staff, attendees, vendors and exhibitors
• Pack and ship materials to venue:
• Attendee lists
• Evaluation forms
• Registration manuals
• Attendee programs/handouts
• Supplies
• Badges
• Registration equipment and supplies
• Confirm vendor arrangements
• Audio Visual
• Entertainment
• Transportation
• Activities/Offsite Venues
• Signage/Décor
• Registration staff
• Other
• Confirm arrival of all materials
  

On-going Duties:

• Sponsor solicitation
• Manage room block/attrition
• Receive and process registrations
• Send attendee confirmations
• Registration/attendee reporting
• Update production schedule 
• Conduct client/team logistics calls
• Track all expenses
• Compile data to assist with budget to actual analysis
• Conduct regular meetings with champions
  

Onsite Management (see onsite logistics checklist)

Post Event:

• Debrief with staff and vendors
• Collect history taken for future conferences (head-counts, Wi-Fi usage, F&B trends)
• Review bills for accuracy
• Final attendance reports produced
• Process and report evaluation results 
• Final budget to the actual report

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