Planning Timeline & Checklist

Conference planning works best when major decisions are made early and detailed logistics are added as the event approaches. This timeline provides a recommended planning sequence for FOCUS hosts. Use it together with the downloadable Conference Planning Checklist to assign owners, set deadlines and track progress.

10–12 Months Before the Conference

Establish the Foundation

• Confirm proposed conference dates with FOCUS leadership and Primary Representatives.
• Establish the host institution's core planning team and major areas of responsibility.
• Identify and reserve an appropriate conference venue.
• Begin researching hotel options and potential room blocks.
• Check for major local or institutional events that could affect venue, hotel or transportation availability.
• Connect with the FOCUS online/AV team and establish early planning milestones.
• Develop a preliminary conference budget.
• Review previous conference agendas, host materials and attendee feedback.

8–10 Months Before

Shape the Conference

• Begin developing the conference theme, program priorities and potential session topics.
• Identify recurring FOCUS content and potential state-agency, higher education or professional speakers.
• Begin outreach to keynote, plenary and other high-priority speakers.
• Develop the sponsorship strategy and review previous sponsor contacts.
• Confirm the registration and payment approach your institution will use.
• Continue hotel negotiations and establish room-block arrangements as appropriate.
• Identify major transportation, parking and accessibility needs.

6–8 Months Before

Move from Ideas to Commitments

• Continue speaker recruitment and begin confirming presenters.
• Develop a working conference agenda.
• Prepare sponsorship materials and begin sponsor outreach.
• Begin detailed registration planning, including required attendee information and payment workflows.
• Confirm major catering needs and begin discussions with the venue or food-service provider.
• Identify transportation providers or campus transportation partners if shuttle service will be required.
• Review AV, streaming, Wi-Fi and room technology requirements with the FOCUS online/AV team.
• Identify any ethics or CPE programming and begin provider coordination.

4–6 Months Before

Build the Attendee Experience

• Continue refining session titles, descriptions and speaker information.
• Launch or prepare conference registration.
• Confirm hotel information that will be provided to attendees, speakers and sponsors.
• Continue sponsor outreach and begin tracking commitments, benefits and payments.
• Refine meal, reception, break and refreshment plans.
• Begin planning conference signage, attendee materials and registration/check-in needs.
• Identify volunteer roles and estimate staffing requirements.
• Coordinate website and promotional information with FOCUS communications and online partners.

2–4 Months Before

Turn the Plan into Logistics

• Finalize most of the conference agenda and room assignments.
• Collect speaker biographies, session descriptions and other website information.
• Monitor registration numbers and session preferences.
• Provide registration updates needed for the conference app and online participation.
• Confirm transportation schedules, hotel pickup locations and venue drop-off points.
• Develop parking plans for attendees, speakers, sponsors, vendors and conference support staff.
• Recruit and assign volunteers.
• Begin drafting detailed attendee, speaker and sponsor logistics communications.
• Confirm CPE or ethics documentation requirements, as applicable.

4–8 Weeks Before

Confirm the Details

• Confirm session locations and room capacities.
• Finalize transportation schedules and emergency contact information.
• Develop signage and wayfinding materials.
• Prepare attendee badges and registration materials.
• Confirm sponsor recognition, displays and on-site requirements.
• Review dietary restrictions and begin developing final catering counts.
• Provide volunteers with assignments and schedules.
• Send detailed logistics information to attendees, speakers and sponsors.
• Coordinate final AV and technology plans with the FOCUS online/AV team.

Final Two Weeks

Ready the Conference

• Confirm final registration counts.
• Submit final catering guarantees and dietary information.
• Collect final speaker presentations and materials as required.
• Confirm speaker arrival plans and points of contact.
• Finalize badges, signage, attendee materials and sponsor materials.
• Confirm shuttle schedules, drivers and after-hours emergency contacts.
• Confirm reserved parking and any special-access arrangements.
• Review volunteer assignments and on-site staffing coverage.
• Conduct final venue and AV checks.
• Prepare registration and conference materials for setup.

Conference Week

Put the Plan into Action

• Set up registration, signage, sponsor areas and attendee materials.
• Brief volunteers and confirm points of contact.
• Confirm rooms, AV equipment and online connections before sessions begin.
• Monitor transportation and parking.
• Support speakers and session transitions.
• Monitor catering, refreshment breaks and dietary accommodations.
• Maintain communication among the host team, FOCUS leadership and online/AV team.
• Document issues or lessons that may help future hosts.

After the Conference

Close Out and Hand Off

• Reconcile registration revenue, sponsorship revenue and conference expenses.
• Complete outstanding invoices, reimbursements and payments.
• Complete CPE or ethics follow-up requirements, if applicable.
• Review attendee feedback provided through FOCUS.
• Gather useful feedback from sponsors, volunteers and the host planning team.
• Document lessons learned and recommended changes.
• Save reusable communications, templates and planning materials.
• Provide FOCUS leadership with updated resources that may benefit the next host.

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