Conference Planning Checklist

conference planning checklist

Conference Planning Checklist

Every important function, conference or event has one thing in common – the need for planning. Without adequate planning, it’s easy for even the most important day to fall apart. But trying to figure out where to begin can not only be difficult, it can be completely overwhelming.

Whether you’re planning a wedding, a conference or corporate functions, the process is often similar. Below are outlined the 4 must do’s for any planning checklist.

Venue hire

Possibly the most important thing to check off your list first is the venue hire. To do this, you need to determine the type of event and the ideal locations. For example, if you’re in search of Lake Macquarie wedding ceremony locations and want a wedding reception with a view of a lake or river, you’re going to need to search for waterfront wedding venues. Booking the perfect venue is the first step towards creating the ideal conference, wedding or function.

Invitation list and final head count

Having your invitations sent out as early as possible will give you the best possible chance at having the majority of your invitees attend your function. It’s important not to presume everyone who received an invitation will attend. Having a final head count, by requesting an RSVP by a specific date, will ensure you don’t spend money unnecessarily by catering or planning for a larger event.


Catering for an event is often a stressful task, but finding a reliable caterer with an excellent track record can make all the difference. Ensure you set up meetings with the caterers and give them your final head count to guarantee there’s enough food for everyone. Getting a caterer that also provides servers and a clean-up crew is the best way to make sure that all your bases are covered.

Day’s schedule

Planning out the day can help to ensure that everything runs smoothly, on time, and nothing gets missed. In the stress and busyness of the day, it’s easy to lose track of what still needs to be done. Write down a list of everything that has been planned for the day, and add the approximate time as well, if you can.

Ensuring you have these four must do’s checked off your list can help ensure your function runs exactly how you want it to.