Timeline-based checklist
Conference planning checklist
A practical timeline for planning a small-to-mid-sized conference — nonprofit galas, association meetings, symposiums, and community events. Nothing fluffy; only the tasks that actually move the event forward.
6+ months out
- Set the event date, format (in-person / virtual / hybrid), and rough budget.
- Book the venue or confirm the virtual platform.
- Draft your session tracks and rough theme.
- Line up 1–2 confirmed keynote speakers so you have marketing material.
- Open a simple registration page — even a form is enough at this stage.
3 months out
- Close the call for proposals; assemble the shortlist.
- Confirm remaining speakers in writing (dates, honoraria, travel).
- Lock the agenda structure: number of tracks, session length, breaks.
- Line up sponsors and confirm their assets (logos, blurbs).
- Launch the public event page with schedule, speakers, and registration link.
1 month out
- Freeze the schedule and share it with all speakers and moderators.
- Send logistics emails: arrival, parking, AV setup, dress code.
- Confirm catering, AV, signage, and badge printing.
- Prepare a run-of-show document for volunteers and staff.
- Double-check accessibility: captions, quiet room, dietary options.
Week of
- Reconfirm every speaker via email or text.
- Print name badges, signage, and a small stack of paper agendas as backup.
- Do an AV walk-through the day before if possible.
- Send attendees the schedule URL the night before.
- Pack a go-bag: chargers, gaff tape, sharpies, spare badges.
Day of
- Volunteers on site 90 minutes early. Full briefing before doors open.
- One person owns the run-of-show and calls transitions.
- Photographer or volunteer shooting the day for post-event marketing.
- Collect feedback in real time — a short QR-linked form works well.
- Announce next year's date at the closing session.
After
- Thank-you emails to speakers, sponsors, and volunteers within 48 hours.
- Publish session recordings or slides on the event page.
- Send an attendee survey; write up top 3 takeaways for internal review.
- Reconcile the budget and file a short lessons-learned doc.
- Set the date for next year while momentum is fresh.
Where the schedule fits in
The public schedule is the single artifact attendees interact with most. It should go live around the 3-months-out mark, even if a few sessions are still "TBD", and be updated as details firm up. A URL beats a PDF: you change one row, everyone sees the update.
If you already have your sessions in a spreadsheet, you can turn it into a shareable event page in a few minutes — no design work required.
Publish your schedule as a real page
One-time $49. No subscription. Perfect for the "3 months out" step of your checklist.