The planning sequence we run for every delegate conference — from venue hold to the minute-by-minute run sheet.
A corporate conference is judged in its first ninety seconds — the moment a delegate walks in and forms an opinion about whether the day is worth their attention. Everything that follows either confirms or undoes that first impression. This checklist is the sequence we use to make sure it confirms it.
10-12 weeks out: venue and scale
Lock the venue and confirm expected delegate count — this single number determines registration desk count, hall configuration, catering volume and parking. For anything above 300 delegates or involving government protocol, this stage also needs to start any required security or dignitary-movement approvals.
6-8 weeks out: delegate journey and AV brief
Map the full delegate journey — invite, registration, seating, breakout sessions, meals, exit — not just the stage agenda. In parallel, finalise the AV brief: stage size, screen configuration, mic count, whether the event needs hybrid streaming for remote delegates.
3-4 weeks out: run sheet and vendor confirmation
Build the minute-by-minute run sheet with a named owner for every zone — registration, stage, breakout rooms, hospitality. Confirm every vendor in writing: catering counts, AV load-in windows, signage delivery dates. This is also when speaker briefings and rehearsal slots should be locked.
Event week: rehearsal and contingency briefing
Full technical rehearsal — sound check, lighting cues, presentation clicker handoffs — should happen at least a day before doors open, not the morning of. Every crew member should know the contingency plan for the two or three most likely failure points: a delayed VIP, a technical dropout during a keynote, weather disruption for any outdoor component.
