12-Month Conference Planning Timeline
Every milestone from venue booking to post-event follow-up. Used by organizers running events from 100 to 10,000 attendees.
The Complete Planning Timeline
Six key phases, each with the exact tasks you need to complete on time
- Define goals, format, and target audience
- Set a provisional budget
- Research and shortlist venues
- Secure date and sign venue contract
- Appoint core planning team
- Identify and invite keynote speakers
- Launch conference branding and website
- Open early-bird ticket sales
- Begin sponsor prospectus outreach
- Finalise event format and session tracks
- Send sponsor prospectus to target companies
- Confirm sponsor tier benefits and deliverables
- Negotiate and sign first sponsorship agreements
- Build sponsor landing page on conference site
- Launch CFP (call for papers/speakers)
- Confirm all session speakers and topics
- Begin email marketing campaigns
- Launch social media content schedule
- Open general ticket sales
- Finalise catering and accommodation block
- Set up registration and attendee app
- Confirm AV, streaming, and tech vendors
- Brief speakers on requirements and deadlines
- Finalise session agenda and schedule
- Begin badge design and printing setup
- Full tech and AV rehearsal
- Send final logistics brief to all vendors
- Brief and train all volunteers
- Confirm catering final numbers
- Set up post-event survey and follow-up sequences
Get the Full PDF Checklist
100+ tasks across all six phases, formatted for printing and team sharing.
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Frequently Asked Questions
How far in advance should I start planning a conference?▼
For events over 200 attendees, start 12 months out. Venue sourcing alone can take 2-3 months, and prime venues book up 9-12 months in advance. For smaller events (under 100 attendees), 6 months is workable if the venue and speakers are flexible.
When should I open ticket sales?▼
Open early-bird sales 6 months before the event. Early-bird pricing creates urgency and helps validate demand before you commit to expensive contracts. Standard pricing kicks in at 3 months, with last-chance pricing at 6 weeks out.
At what stage should I recruit sponsors?▼
Start sponsor outreach at 8 months before the event, once your venue, dates, and anticipated audience are confirmed. Sponsors need time to budget and get approvals. Lead with a prospectus — see our free Sponsor Prospectus Template.
How early should speakers be confirmed?▼
Keynote speakers should be confirmed 9 months out; session speakers by 6 months. This gives them time to prepare materials and gives you content for marketing. Late speaker additions cause scheduling chaos and dilute your programme quality.
What should happen in the final 30 days?▼
Final 30 days: confirm all AV/tech requirements, send venue layout to all vendors, complete badge printing setup, run a full tech rehearsal, brief all volunteers, set up check-in hardware, and pre-load the attendee app. The final week should be execution, not planning.
Is there a free tool to manage all these tasks?▼
Yes — Who's In Conference includes a built-in planning timeline with milestone tracking, team task assignment, and automated reminders. Everything from venue booking to post-event follow-up is managed in one place.
Ready to Plan Your Conference?
Who's In Conference tracks every milestone automatically and keeps your whole team aligned.
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