Conference planning

Build the program, budget, and delivery plan. Start with a worksheet you can adapt to your event.

These guides cover the planning work that happens before anyone registers: the brief, the budget, the agenda, the venue, and the program. Most include an editable worksheet, a CSV file you can open in Excel, Numbers, or Google Sheets with no sign-up. Worked examples use invented figures and are labeled that way, so replace them with your own quotes and attendance numbers.

Start with these guides:

When the plan is ready for attendees, ConferenceTap's organizer tools let your whole committee edit the schedule, send attendee emails, and check people in. See how it fits academic symposia and department events and association annual meetings and chapter events.

  1. QR code check-in for events: a step-by-step setup guide

    How to set up QR code check-in: lanes and staff by attendee count with the arithmetic shown, badge options, walk-ins, weak Wi-Fi plans, and what to measure.

  2. How to choose a city and venue for your conference

    How to shortlist a conference city and venue: hotel block and catering math, a site-visit checklist, RFP questions, and a weighted table to compare finalists.

  3. Annual summit ideas: six session formats with a purpose

    Plan a company or association summit with practical session formats, preparation requirements, and outputs. Download an editable session-planning worksheet.

  4. Career fair ideas: six activities for useful conversations

    Plan career-fair activities for employers and attendees, with staffing checks, booth ideas, follow-up guidance, and an editable activity worksheet.

  5. Business retreat budget template: a free editable worksheet

    Download a free business retreat budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  6. Conference agenda template: attendee day and run of show

    Download an editable conference agenda and plan tracks, breaks, room changes, speaker handoffs, and hybrid participation with a worked example.

  7. Academic conference budget template: free editable worksheet

    Download a free academic conference budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  8. Conference planning checklist with owners and deadlines

    Use an editable conference planning checklist covering the brief, budget, speakers, registration, rehearsals, event day, and follow-up.

  9. Conference budget template: a free editable worksheet

    Download a free conference budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  10. Annual summit budget template: a free editable worksheet

    Download a free annual summit budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  11. Trade show budget template: a free editable worksheet

    Download a free trade show budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  12. Charity event budget template: a free editable worksheet

    Download a free charity event budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  13. Association meeting budget template: free editable worksheet

    Download a free association meeting budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  14. Training event budget template: a free editable worksheet

    Download a free training event budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  15. Alumni event budget template: a free editable worksheet

    Download a free alumni event budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  16. Career fair budget template: a free editable worksheet

    Download a free career fair budget worksheet. Track planned and actual income, supplier costs, owners, and quote assumptions.

  17. University event budget template: a free editable worksheet

    Download a free university event budget template for Excel or Google Sheets. Plan campus costs, departmental funding, ticket income, and actual spending.

  18. 5 Tech Tools Every Modern Event Planner Needs in 2024

    Discover 5 essential event planning technology tools for 2024. Streamline your process and boost engagement with cutting-edge software and platforms.

  19. Event Partnerships: Collaborating to Expand Your Audience

    Discover how event partnerships can expand your audience and boost marketing success. Learn strategies for strategic collaborations and cross-promotion.

  20. Unique Event Ideas: Themes, Entertainment, and Venues

    Discover unique event ideas to transform ordinary gatherings into unforgettable experiences. Explore creative themes and interactive entertainment options!

  21. Crafting Personalized Event Experiences in the Digital Age

    How to personalize event experiences with digital tools: strategies for tailored engagement, event technology, hybrid events, and common challenges.

  22. Crisis Management for Events: Preparing for the Unexpected

    Learn essential event crisis management strategies to protect your events and attendees. Discover risk assessment and emergency preparedness tips.

  23. Event Storytelling: Crafting Narratives That Resonate

    Discover powerful event storytelling techniques to create memorable experiences, engage audiences, and elevate your brand through immersive narratives.

  24. Global Events: Cross-Cultural Considerations for Planners

    How to plan international events: cross-cultural communication, logistics and cultural sensitivity, inclusive design, legal and ethical issues, and tools.

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