Pre-Conference Checklist

A pre-conference checklist is used by organizers to see what items and events are to be lined up and scheduled properly with an event. The pre-conference checklist records and organizes how the event will be scheduled across the time the conference is held. The pre-conference checklist helps organizers see how the conference will play out and will allow the organizers to see what is left to book for the event to happen.

The Schedule

The schedule is the most important part to the pre-conference checklist. Organizers of the event need to book ahead of time how the conference will be organized. This includes what speakers, seminars, workshops or speeches will occur when and where at a conference, when breaks and meals will occur, and what rooms will be used at what times during the event.

Due Dates and Completions

The pre-conference checklist should be crafted months in advance from the event. Hence, the organizers should write the checklist with a due date for each part and when the part is complete. For example, write down when caterers are needed and then when the organizers schedule the caterers, check the caterer off as complete.

Advised Time Table

Although it could vary, there are some general rules an organizer should follow to schedule events during the conference. For example, booking the conference space and accommodations for everyone attending the conference is one of the top priorities and should be on the top of the pre-conference checklist. Determining aspects like table settings or chair settings during seminars or talks and meal hours would usually be a low priority on the checklist (See Reference 2).

Contacts and Sign-Up

The pre-conference checklist will also need to have a network of contacts and the mechanisms for people to sign up to attend this event. This allows people who work on the event or are supervising the event to contact important people, such as featured speakers and industry leaders. Also, knowing the proper channels that will be used to have people sign up to attend the event needs to be known by the event organizers. That way, if there is any sign-up issue, the organizers can contact the person or persons handling the contacts.