Different conference centers will have differing requirements, as their timelines are not all the same. All conferences, however, require careful planning and last minute problems can be avoided if you develop a checklist and stick to it. These checklists can require planning as early six months in advance, depending on the materials that must be gathered for the conference.

Organizing Guest Registration

After publicizing the conference, you should make plans for how to deal with guest registration. You could appoint someone to mail reservation forms to guests who request them. With the aid of the Internet, however, it is much easier to allow guests to read about and register for the conference online. At the same time, you should make arrangements for how to deal with registration fees that you will be receiving.

Since many conferences last multiple days, organized activities for spouses and families of participants can be appreciated by all parties. While the conference may be extremely technical, evening activities can focus on socializing and relaxing. There could be any type of formal or informal activity--dinners, movies, sports, or guided tours. An event planner familiar with the area in which your conference is being held is a valuable asset particularly in this regard.

As the conference approaches, you should make sure that registration packets have been completed. You should also make sure that any required equipment is present and that the conference space is in working order. For example, if you need 50 chairs and only see 20, it is better to deal with this a week before the conference rather than the day before it begins. Additionally, you should check that catering and transportation arrangements are taken care of, as well as any other outside vendors that will be providing a service for the conference. If anyone will need parking permits, make sure you are aware of the protocol for that and complete as much of the procedure in advance as possible.