How to Organize a Conference: The Complete 12-Month Guide

March 10, 2026 · By Craig Pollard

The complete 12-month conference planning guide. Covers venue selection, speaker management, sponsorship strategy, marketing timeline, technology setup, logistics, and post-event follow-up — every step from initial concept to event day.

About the Author

Craig Pollard

Craig Pollard is the founder of Who's In? and a former Apple team lead (12 years). He writes about event technology, community building, and the future of AI-powered event discovery. Board advisor, investor, and non-executive director in technology and sports.

Frequently Asked Questions

What does "How to Organize a Conference: The Complete 12-Month Guide" cover?

The complete guide to organizing a professional conference. Venue, speakers, sponsors, marketing, technology, and logistics — every step from 12 months out to event day.

Who is Who's In? designed for?

Who's In? is built for community organisers, fitness instructors, yoga teachers, running clubs, book groups, and anyone who runs regular events. It handles RSVPs, waitlists, recurring events, memberships, and payments — all for free.

How do I get started with Who's In?

Sign up for free at whos-in.app, create your first event in under 2 minutes, and share the link via WhatsApp, email, or social media. No app download required for your guests — they RSVP via the mobile-optimised web link.