Organise a professional conference from end to end
A conference runs three parallel workstreams: content (speakers), audience (promotion and registrations) and logistics (venue, AV, catering). The classic trap is to build everything around the venue and find out too late that a key speaker is unavailable. Lock both at the same time, 4 to 6 months ahead.
Win back the first three hours.
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The timeline, phase by phase
4 to 6 months out
- Define the theme, format (plenary, workshops) and attendance target
- Confirm the headline speakers BEFORE signing the venue
- Book the venue with its AV (sound, projection, recording)
- Set the budget: rental, AV, catering, promotion, speakers
2 to 4 months out
- Open registrations with pricing (early bird if paid)
- Launch promotion: email, LinkedIn, partner channels
- Finalise the detailed programme and each speaker’s needs
- Sign sponsors and define their visible benefits
The final month
- Re-push promotion on weak segments (registrations spike around 15 days out)
- Brief speakers: timing, slide format, technical rehearsal
- Set up welcome, badges, signage and cloakroom
- Plan the recording or photos for the follow-up communication
The day and after
- Technical run-through the same morning with every deck loaded
- One stage manager who holds the timing all day
- Satisfaction survey sent that evening or the next morning
- Publish replays/photos and thank speakers and sponsors
The mistakes that cost you
- Signing the venue before the headliners: content fills the room, not the other way round.
- Under-speccing the AV: a crackling mic ruins a plenary for 200 people.
- Relying on a single promotion wave: you need 3 to 4 segmented follow-ups.
- Ignoring no-shows: on free events 30 to 50% of registrants never come — overbook.
On the budget
For 100 to 200 attendees, budget €8,000 to €30,000 depending on the venue and AV; catering runs €25 to €40 per person per lunch break.
This checklist is generic — your event isn't.
TadaPlan tailors the plan to your date, headcount and budget, then alerts you the moment a critical task slips.
Create my event — freeTadaPlan tailors the plan to your date, headcount and budget, then alerts you the moment a critical task slips.
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