6–12 Months Before
- Define conference objectives, theme, and key messages
- Set budget and identify funding sources or sponsors
- Choose dates (avoid school holidays and competitor events)
- Research and book venue — confirm capacity, AV, and catering
- Begin speaker recruitment — keynotes and panel chairs first
- Appoint event management team or agency
- Set up registration platform and early-bird pricing
3–6 Months Before
- Confirm full speaker line-up and session formats
- Design agenda — balance keynotes, panels, workshops, and networking
- Brief AV and production suppliers
- Launch marketing campaign — email, social, PR
- Confirm sponsorship packages and exhibitor bookings
- Arrange accommodation blocks for speakers and delegates
- Plan delegate materials — badges, programmes, apps
1–3 Months Before
- Finalise catering — menus, dietary requirements, timings
- Confirm all supplier contracts and delivery schedules
- Brief speakers on format, timing, and AV requirements
- Create run sheet with minute-by-minute timings
- Plan signage, wayfinding, and branding
- Arrange transport and parking for delegates
- Conduct risk assessment and confirm insurance
1–2 Weeks Before
- Send final delegate communications — logistics, agenda, FAQs
- Confirm final numbers with venue and caterers
- Conduct technical rehearsal with AV team
- Brief all staff and volunteers on roles and timings
- Prepare contingency plans for no-shows, tech failures, weather
- Print materials and pack delegate bags
On the Day
- Arrive early — minimum 2 hours before registration opens
- Final AV and staging checks
- Brief registration team and front-of-house staff
- Monitor timings throughout — keep sessions on schedule
- Capture photography and video content
- Manage live social media and delegate engagement
- Coordinate catering service and break timings
After the Event
- Send thank-you emails to delegates, speakers, and sponsors
- Distribute delegate survey within 48 hours
- Share recordings, slides, and resources
- Compile post-event report with data, feedback, and recommendations
- Reconcile budget and settle supplier invoices
- Debrief with team — capture learnings for next time
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