registration and housing, and information about room setups and AV provided.
• Begin preparation of the final Program. Determine a final print date if the book is being printed
and shared at the conference. Set a deadline for posting it online.
• Design meal tickets (if necessary) and name badges.
2 months prior to the conference
• Purchase supplies (badge paper and holders, ribbons, attendee folders, etc.)
• Prepare scripts and special seating diagrams for general sessions and meal functions.
• Make final decisions on AV needs in session rooms and general sessions. Sign contracts with AV
provider, if necessary.
• Send preliminary menus to venue CSM and discuss any changes or special requests that may
need to be arranged with the venue chef.
• Prepare evaluation forms for conference.
• Send reminders to speakers of date, time, and room assignment.
• Check number of sleeping rooms sold again and compare to registration numbers. Stay in
contact with the venue CSM as the reservation deadline approaches (usually 3-4 weeks before
the event) to be sure the group has sold the number of sleeping rooms required by the contract.
1 month prior to the conference
• Check sleeping rooms sold with the venue CSM.
• Prepare a preliminary catering menu. Determine total cost for the event with service charge
included (see catering worksheet). Send to venue CSM. If catering costs do not fit budget
numbers, discuss the budget with the CSM and ask for ways to reduce costs (eliminating salad
from a lunch menu, for example).
• Send final email promotion for conference registration. If there will be onsite registration, share
the location and hours for the registration counter.
3 weeks prior to the conference
• Create a list of signs to be printed. Remember to include signs directing attendees to
registration and hard-to-find meeting rooms and sponsor recognition. Most hotels will not allow
groups to hang signs directly on walls, so remember to leave time in the schedule for printing.
• Submit convention specifications document and event resume and share with venue CSM.
• Prepare a post-event survey that will be emailed to conference attendees after the conference.
Use a Google Form or an online survey tool.
1 week prior to the conference
• Confirm AV equipment for all sessions with the venue.
• Check venue banquet event orders (BEO) with the convention specifications document
submitted. Check each document for all room setup requirements, food, and beverage requests,
and audiovisual notes. Make any changes or edits and returned signed copies to the venue.
• Prepare registration packets and print badges.
• Ship materials to the venue.
3 days prior to the conference
• Share final catering guarantees to venue.
• Prepare onsite “binder” of all contracts, BEOs, AV requests, special needs from attendees, and
contact information.