Plans · Events

Run a conference

20 weeks · 5 phases · 33 tasks · 5 milestones · 5 risks

For a small team running a one- or two-day conference for a few hundred people. The venue is signed in week 5, the schedule is public by week 11, and the last month is about logistics and final numbers. For a larger event, start the venue search earlier, since good venues book up far ahead.

Open this in Harbor

Makes it a program in your harbor, dated from today.

Milestones

Week 5Venue signed
Week 11Schedule published
Week 13Early-bird closes
Week 18Final numbers to the caterer
Week 20Conference day

The plan, phase by phase

1. Shape and budget

Weeks 1 to 3. Decide who it's for, how big it is, and what it costs to break even.

Week 1Define the audience, size and goal
Week 2Set the budget and ticket priceWork out how many tickets you need to sell to break even before anything else.
Week 2Pick two or three candidate datesCheck for clashing events and holidays in your field.
Week 3Form the program committee

2. Venue and suppliers

Weeks 3 to 8. Lock in the room and the suppliers that book up first.

Week 3Shortlist venues and visit themCheck access, step-free routes, Wi-Fi and how far the nearest hotels are.
Week 5Sign the venue contractRead the minimum numbers and cancellation clauses carefully.
Week 6Book a room block at a nearby hotel
Week 7Book cateringAsk what dietary options cost and when final numbers are due.
Week 7Book audio-visual and recording
Week 8Arrange event insurance

3. Program and speakers

Weeks 4 to 16. Build a schedule people will pay to see, with speakers who turn up prepared.

Week 4Open the call for proposals
Week 5Invite keynote speakersAgree fees, travel and the talk length in writing.
Week 8Close the call for proposals
Week 10Review proposals and pick the talksScore each proposal independently before the committee meets.
Week 11Publish the scheduleLeave a little slack in the timings for room changes.
Week 14Collect speaker bios, photos and slides
Week 16Brief speakers on timing and AV

4. Tickets and promotion

Weeks 6 to 18. Sell enough tickets and sponsorship to cover the costs.

Week 6Set up ticketing and the event website
Week 8Open early-bird tickets
Week 8Email past attendees and partners
Week 9Sign sponsorsOffer a short list of clear packages, and agree what each sponsor gets in writing.
Week 12Announce speakers in batches
Week 13Close early-bird pricing
Week 15Check ticket sales against break-evenIf you're behind, cut costs now rather than the week before.
Week 18Send attendees the practical details

5. Run of show

Weeks 16 to 20. Plan the day minute by minute, run it, and close the books.

Week 16Write the run-of-show document
Week 17Recruit and brief volunteersGive each volunteer one clear job and a shift, not a list of everything.
Week 18Confirm final numbers with the caterer
Week 19Print badges and signage
Week 19Do a walkthrough at the venueWalk the attendee's route from the entrance to every room.
Week 20Run the conference
Week 20Send a feedback survey
Week 20Pay suppliers and close the budgetNote what each line actually cost for next year's budget.

What usually goes wrong

Ticket sales fall short
Most costs are committed months ahead, but many people buy tickets late.
What helps: Set sales checkpoints against break-even and act at week 15 if you're behind: more promotion, or a smaller room and lighter catering.
Likelihood 3 of 5 · impact 5 of 5
Venue minimums cost you money
Many contracts charge for catering or rooms you committed to even if fewer people come.
What helps: Negotiate the minimums down before signing and know the dates by which you can still reduce numbers.
Likelihood 3 of 5 · impact 4 of 5
A speaker drops out
A gap in the schedule close to the day is hard to fill well.
What helps: Keep two strong reserve talks from the proposals and tell those speakers they're on standby.
Likelihood 4 of 5 · impact 2 of 5
Audio-visual fails on the day
A dead microphone or projector stops a session in front of everyone.
What helps: Book an AV supplier with an on-site technician, test every room the evening before, and keep spare cables and clickers.
Likelihood 2 of 5 · impact 4 of 5
Sponsorship comes in late or not at all
Budgets that count on sponsor money leave holes when deals slip.
What helps: Start sponsor conversations by week 6 and only spend sponsor money once the contract is signed.
Likelihood 3 of 5 · impact 3 of 5

Using it

Copy what fits and cut what doesn’t: no real project matches a template. In Harbor the plan becomes a program with these milestones, one project holding every task with its due date, and these risks in the register, all yours until you hand them out. The first phase starts in To do and the rest wait in the backlog.

Open this in Harbor

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