Conference Project Plan

Mindmap conference planning template

This mindmap can be used as a conference planning template. See also MS Project template for a large conference

This mindmap covers start up
, initiation, business case, delegate management, venue procurement, conference packs, tasks for the day itself and more.

Conference project plan WBS

Here is the work breakdown structure of the conference project plan. This doesn't contain all of the tasks, you can download a full version of the project plan in MS Project

Project phase Project task

Start up

Project brief written. Download a Project Brief Template
Project brief signed-off. Download a Project Brief Template
Authorization to proceed to initiation

Initiation

Project Initiation Document completed.
Download a Project Initiation Document Template.

Send invite letter to speakers
Check if other events are happening on the same day
Complete project plan
Resources booked (event admin, event manager, support on the day)
Send conference details to marketing
Set up conference email address
Create registration form

Venue procurement

Venues selected from preferred list
Event spec sent to venues
Quotes received
Venue shortlisted
Venue selected
POs completed

AV procurement

Suppliers identified
Send product specs
Quotes received
Suppliers shortlisted
POs completed

Speaker procurement

Speakers identified
Speakers sent event brief
Availablity & fees received from speakers
Speakers shortlisted
POs completed
AV request form & dietary requirements sent to speakers

Conference Pack

Order badges and folders
Order stationary
Create evaluation sheet
Collate info for packs
Printing and collation
Courier packs to venue

Delegate Management

Check online registration process
Prepare/check Acknowledgement & Acceptance emails
Issue invites to email lists
Monitor registration, enter fax and paper requests
Registration deadline

Marketing & web

Poster design
Webpage
Adverts
Secure conference review
Press releases
Email industry connections
Exhibitor stands

Final preparation

Finalise agenda (post final agenda to website, update venue on agenda)
Finalise AV requirements
Send agenda, poster, directions & accommodation info. to speakers & advertisers
Check travel sites for disruptions
Send final info to delegates as necessary
Brief conference administrators & floor walkers

Day before event

Check delivery of conference packs
Get full conference plan with remaining tasks for the day before your event

On the day!

On arrival at venue....
On day, but before delegate arrival...
At the end of the day... Get full conference plan with remaining tasks for the day

Project close

Collate evaluations
Pay invoices
Review expenditure against budget
Check on write ups and reviews
Write conference report
Post conference review meeting
Write up lessons learned
 
 
Microsoft Project Templates


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