Skip to main content

Step by Step: A Conference Planning Checklist

By: Otesaga Resort Hotel / 14 Oct 2022
Step by Step: A Conference Planning Checklist

The best way to ensure your next conference is a success? Having a solid plan in place as you organize all of the elements of your event is crucial to establishing a successful conference. From the venue to the menu and everything in between, we've put together a list of some important milestones to meet to plan your inspiring event.

Your Goals

There's a reason you have a conference each year, though the specific takeaway might change annually. Identifying your goals at the outset of planning will help inform your theme and allow other details to fall into place. Along with setting your goals, it's also a good idea at this stage to take stock of your audience, so you can tailor themes and menus to your attendees.

Create Your Budget

Whether you're a small organization or a large corporation, setting your budget is an important step that will guide your decision making for things like venue, keynote speakers, swag items, and more. In the process of setting your goals and researching your audience, you should have an understanding of the key elements you'll need to reach those benchmarks. Knowing how much you can spend before you get too deep into the planning process will help avoid headaches as you go.

Choose Your Venue

One of the most important decisions you'll make during the planning process is your choice of venue. Knowing who your attendees will be is crucial; if participants are willing to travel, or are more likely to attend if the destination is local or regional, will inform your choice of location. If you have attendees traveling from outside the immediate area or if you will be meeting for multiple days, a hotel with meeting space is ideal.

Determine Your Onsite Needs

Keeping your attendees fueled for all of the activities at your conference is a critical step in the planning process. You'll need to plan a menu that takes into account the dietary needs of attendees, as well as making sure there are enough options throughout the day. Deciding on sit-down or grab-and-go meals is a decision that will be dictated by budget. It's also important to know what audiovisual needs your presenters and keynote speakers will have, and whether or not there are any additional costs associated with usage or setup.

These are just a few of the important steps to think about during the conference planning process. If you're ready to select your venue, the Otesaga team is ready to provide what you need for an inspiring and successful event. Contact us to discover the difference that gracious hospitality and stunning lakeside views can make for your attendees.

Find more readings


Need time to define details?

We are happy to send you a reminder while you confirm your booking details.
Form Sucess Message will Come Here