Simple Conference Project Plan Template



Simple Conference Project Plan TemplateBelow is a sample list of tasks that may be associated with an event. Tasks will vary from event to event. These range from keynote, session and reception components to contracts, budgets, meetings, agenda, correspondence and advertising to registration and evaluation. Readers with project management expertise can incorporate pieces as needed into their own project plans. [Event name][Date]??????Task Name Target DateActual DateResponsibilityCommentsDraft RFP for Event Planneraward contract Meetings????Pre-meetingMeet the contractorSecond meetingThird meetingOnsite visitFacility mgr/event planner and partners MeetingAgenda????Create Agenda Document Populate with timesPopulate with Tracks/Sessions/SpeakersFinal agenda for online registration Assign Room Numbers based on Pre-Registration CountsAttendee Reception ????Create BudgetCateringEntertainmentRaffleUpdate as cancellations/speaker changes occur Conference Audio Visual???? Keynotes facility needsContact AV company with requirements and quotecontract?Plan for Projectors and LaptopsBudget???? BudgetCall for Presenters?????Create Call for Presenters Submittal form ?Create Contact Information Spreadsheet of Potential Presentations?Email 'Call For' paperwork to spreadsheet distributionCatering Conference????Identify caterer (bid or as required by facility)Request morning setup, Lunch, water in rooms for speakersAgree upon setup and timeframes iQuote - Communicate Final Numbers (wk in advance) depends on pre-registrationCatering VIP????Identify catererMenuDiscuss setup and timeframes in PlaceQuoteContractCommunicate Final NumbersConference Branding/Theme Design????LogoSave the Date Postcards designedVIP Reception Invitations designedBrochure designedName TagsFacility?????Reserve facility roomsContract and equipment needs formMeet with facility Staff (usually wk. before conference)Arrange for Speaker Ready RoomSet-up Day BeforeHang Registration SignsDeliver Request FormsKeynote Conference????List of KeynotesDraft invitation Confirm KeynoteGet Photo and BioLine up Person to Introduce Schedule Rehearsal at facility if neededThank You NotesKeynote VIP Reception????List of Keynote suggestions(CEO's)Draft invitation Confirm KeynoteGet Photo and BioSchedule Rehearsal at facilityThank You NotesHost Booth????Coordinate internallyMarketing / Advertising????Get a proposal from RFP processPress Releases cleared Mailing Lists????Identify audiencePrep Save the Date PostcardPrep VIP ReceptionName Badges????Get Quote to Print and Stuff Name BadgesCalculate attendee/exhibitor/speaker/host/staff numbersOrder name badge holders, ribbons and carrier containersDeadline to have pre-registered to printerDirect Mailing????MailingsPostcards: Labeling and Postage Quote mail PostcardsVIP invites: Labeling, Stuffing and Postage QuoteMail Invitations with Bio CardsPresenters????Identify Presenters from Submittal FormUpdate Presenter Release FormDraft Acceptance Letters and email to PresentersDraft Regret / Alternate Speaker Letter and emailDevelop List of Alternate Speakers in case of cancellationsDevelop Presenter Tracking SpreadsheetEquipment Needs, Hotel, Bio, Presentation, Release FormEmail AgendaInvite to VIP ReceptionPresenter Package to hand out at ConferenceSend out Thank you Letters and Evaluation ResultsPrinting????Save the Date Postcards (Get Quote)determine quantitySubmit Info to printerReview and EditFinalInvitations - VIP (Get Quote)determine quantitySubmit Info to printerReview and EditFinalDouble Sided Biography card to be inserted in VIP InvitationProgram Brochuredetermine quantitySubmit Info to printerReview and EditFinalSpeaker Presentations / Evaluation SheetsAddendumsPoster files to PrinterDay 1 AgendaDay 2 AgendaMain ConferenceMain Conference DirectionalFeatured SpeakersFeatured Speakers DirectionalKeynote ConferenceKeynote DirectionalKeynote VIP ReceptionMeeting Room ScheduleAttendee ReceptionAttendee Reception DirectionalAcademic Symposium Signs Exhibitor SponsorshipProgram Book Creation???Attendee Reception BlurbWelcome LetterAgency LogosConference Host Bio'sTracks Day 1 & Day 2Presenter BiosSponsorship RecognitionExhibitor/Sponsor ProfilesSave the Date Page for Next yearRegistration - Conference????OnlineGo LiveClose Down Walk-ins welcomeOnsiteComputers & printers reservedCreate Check-in Sheet for each groupAttendeesExhibitorsSpeakersCLE????Contact CLE authorizing organizationDevelop Sign-in SheetTally CreditsSend Certificates to be signedSend Certificates to recipientsCPE????Sign-in SheetTally CreditsSend Certificates to recipientsRegistration - VIP????OnlineGo LiveOnsiteCreate Check-in Sheet Sponsors & Exhibitors????handled by event planner or other organization solicitation Status reports on sponsors & exhibitorsTheater?????Reserve TheaterArrange Set-up and Rehearsal Timeshold rehearsalVIP Reception?????Reserve PalaceCoordinate Setup Audio Visual for Keynote Setup of TheaterPodiumMicrophoneEaselsVolunteers????Develop Meeting Room Assignment DocumentRecruit VolunteersVIP Check In Attendee Registration separate people than access control peopleExhibitor Registration Speaker Registration 1 personMeeting Room Access Control CLE/CPE Check-offDistribute/Retrieve HandoutsArrange for volunteer ParkingDevelop Procedure DocumentsWebsite????Conference WebsiteSave the DateCall for PresentersAgendaAcademic SymposiumExhibit / Sponsor link to event planner siteDriving Directions / ParkingAccommodationsAttendee ReceptionBios / PhotosPresentationsAttendee / Registration VIP Registration CloseoutReconcile invoices to budgetcompile speaker evaluations debrief with partners ................
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