A Conference Planner’s Checklist to Ensure a Successful Event

Stay organized & set your event up for success

More than 250 million people attend conferences in the US each year. Each one of those people will expect a first-rate experience, with speakers and exhibitors tuned to their tastes. They will need name tags. They will need to be registered. They will need to be advertised to and fed. How you meet these needs and with what level of detail will impact your attendees’ perception of your event and your organization’s perceived level of professionalism.

That can be a lot to take on. Here are some tips and a checklist to help you break everything down into manageable steps.

Conference planning checklist

Preparations may begin months or even a year before the date of the event. Some venues in popular cities schedule events well in advance, and many keynote speakers and star attendees also have long lead times for their schedules. 

Generally, the sooner you can begin planning, the better. And it’s helpful to divide tasks into what needs to happen far in advance (pre-event planning) and what can be scheduled for closer to the event (event prep). Here’s how to get started.

Pre-event planning

Once you’ve decided to host a conference, there are some immediate action items you need to tackle. Consider these items part of the long-term planning process, and begin as soon as you can.

Setting goals

Before you make any plans, invite any attendees and (most importantly) spend any money, you need to lay out your goals. Are you looking to attract new users of your products or services? Are you hoping for news coverage or to build brand authority? Do you hope to make money on registrations?

Consider using SMART goals: goals that are Specific, Measurable, Achievable, Relevant, and Time-bound. This will help you focus your efforts on what can you and your team can achieve with your resources and time. Our free Small Business New Year Reset ebook includes a free SMART goal checklist for you to stay on track.

Identifying your audience

Next, identify who, exactly, you are hoping to attract to your conference. This will inform both who you should market to and candidates to enlist as speakers and presenters. 

If your goal is to attract new customers, then you’ll want to reach out to prospective customers to attend and enlist product experts to present. If you’re looking to make a splash, then you’ll want to cast as wide a net as possible for attendees and enlist high-profile speakers who will help attract a broad audience.

Setting the goals for your conference and identifying your target audience are two of the most important decisions to make before getting started.

Budget alignment

Now that you know what you’re trying to achieve, it’s time to have the hard conversation: budget. You may need to do some research to determine a reasonable budget for your event. You should aim to establish a realistic budget that takes into account all the expenses you will incur. 

First-time conventioneers might want to plan for spending more than they expect, as there are almost always last-minute expenses and surprises.

Building a team

No one can organize a conference all by themselves. Try to assign roles and responsibilities based on everyone’s strengths and capabilities. For example, you may want someone who’s a people person to be in charge of enlisting speakers and presenters.

Securing a venue

This is where many people start, but, as you can see, it’s actually one of the last items on the list. And for good reasons. You can’t pick a suitable venue until you know how many people you plan to host and how much you have to spend. Making these decisions first gives you a framework for deciding where to host your event.

When choosing a venue, Keep in mind that a good venue should not only accommodate the number of people you’re hoping to host, but also be comfortable and accessible for them. Also, consider factors such as the dates for your planned event, as well as proximity to airports and the selection of entertainment and dining options. 

Developing a program

Once you have people in the venue, what do you want them to learn and experience? This is where knowing your audience and goals comes into play. Try to build a program that makes it worth people’s time to attend your event, provides value for their money, and makes them want to help you achieve your goals.  

Recruiting speakers and exhibitors

Next, you will want to recruit speakers and exhibitors who can help you achieve your goals and fulfill your program. If you’re paying speakers, be sure to account for that (and their expenses) in your budget. If you’re not able to provide compensation, then consider other ways you can encourage them to participate.

For exhibitors, you’ll need a space for them to set up their displays and demonstrations, as well as things like power and internet connections. If your venue doesn’t provide support in those areas, you might need to hire an outside contractor.

Event marketing planning

Finally, it’s time to consider how you’ll get people in the door. If you already have a newsletter or email list, you can use that as a start. Depending on your audience and goals, you may also want to consider traditional advertising or social media marketing.

Event prep

With your long-term planning sorted, it’s time to turn your attention to the things you’ll need to run your conference day-of. This is not a complete list. Your needs may vary, depending on the type of your conference and how you plan to run it, but these items should give you a solid head start. 

Marketing materials

With your marketing plan complete, you can start assembling the materials you need to advertise and run your conference. This includes posters, stickers, banners and signs. Don’t forget you’ll need to direct people inside your venue to where they’re supposed to go. This means lots of signs with room names and directions. 

Walmart Business Print has you covered, with free same-day pickup and free shipping on orders over $35. You can print all of your signs and more and have them delivered directly to your venue or office. 

Name tags and labels

Name tags help people network and make introductions a breeze. They can also serve as credentials for your event, so that you can easily tell if a person belongs. Quality labels lend more credibility to your event. Consider having them custom-printed.

Handouts and giveaways

You may also want to assemble a goodie bag for attendees. Hand sanitizer, notebooks, pens, handouts and more are a nice way to say “thank you for attending” and give attendees essentials they will need for the days ahead. Spruce things up with premium gift wrap supplies.

Snacks and catering

With so many people spending so much time in one place, snacks are an essential item. Consider purchasing bulk orders of fruits and nuts, as well as candy bars, chips, and other snacks to keep your attendees going. Water and coffee are also a must. 

Administrative supplies

Finally, but no less important, are administrative supplies. Your team will be checking in attendees, directing exhibitors to their spaces, helping with set-up and generally keeping your convention running. They’ll need all of the tools they have at their disposal in the office, plus specialized items for running a conference: pens, markers, printer paper, printers, computers and more. 

Outfit your conference with Walmart Business

Whatever size conference you’re planning, we’ve got your back. With everyday low prices on an ever-expanding assortment of items, you can find what you need to get your conference up and running smoothly. Walmart Business customers can also enjoy multiuser accounts, so you can delegate ordering while you focus on higher-level operations. 

Already have an account? Sign up for Walmart Business+ to save over $500/year¹ and enjoy exclusive rewards for your organization. Plus, get access to features like free shipping with no order minimum,² free delivery from store with a $35 minimum³ and earn 2% in Walmart Business Rewards on orders $250 or more.⁴

¹ Savings based on 1 free $35+ delivery order vs. $9.95 fee and 1 free shipping order under $35 vs. $6.99 fee biweekly, plus 2% Walmart Business Rewards on monthly order >$250 (average value of $400). 

² Excludes most marketplace items. Freight & location surcharges may apply.

³ Restrictions apply. 

⁴ Rewards can only be used toward future purchases on Walmart Business. Additional terms apply.