Event Planners Guide | Meetings + Events

Conference Organization

An event planner's model for conference event management

There's no single way to manage an educational conference or symposium, but many successful event planners spread the responsibility among an organizing committee.

If you're planning a new event, or hoping to instill a fresh approach to an established one, here's one possible model event planners use as a guideline that can be adapted to your own event management needs. It describes typical roles and responsibilities of committee members and leadership who could be drawn from inside or outside your organization.

The event Chair

Oversees and directs various working committees and subcommittees
Often plays a consulting role, offering experienced insight
Leads key organizational meeting planning
Establishes chain of command/decision-making

Steering committee

Includes representatives from each sub-committee
Handles overall coordination of the conference
Oversees timing and scheduling, to ensure everything happens on time

Typical working sub-committees

Education/presentations committee
Publication/website committee
Publicity and public relations committee
Finance/sponsorship committee
Site arrangements committee
Registration committee
Exhibit/tradeshow committee

The education/presentation committee

Determines scope and content of conference program
Recruits prospective presenters and session organizers
Coordinates keynote sessions
Organizes sessions and select session chairs
Sets guidelines for speakers
Confirms onsite audio/visual needs
Coordinates speaker appreciation gifts and session evaluations

Publication/website committee

Oversees production of print and online materials to ensure quality and consistency
Brands the event using conference logo or annual theme
Create letterhead and envelopes
Produces program (if needed)
Produces session handouts (in collaboration with education committee)
Develops onsite signage, for meeting rooms and presenters
Evaluation forms

Publicity committee

Assists in publicizing a call for presenters
Compiles a media list for event promotion or coverage
Builds attendance by including date on event calendars
Arranges for any desired advertising or direct mail
Writes pre-and post-conference promotional materials

Finance/sponsorship committee

Determines fiscal responsibilities and approval process
Seeks support of sponsors or in-kind contributions, if desired
Sets the overall budget
Monitors cash flow
Tracks and records income and expenses
Creates ongoing financial reports and updates
Compiles final report

Onsite committee

Assists in selection of hotel meeting facilities
Liaises with educational/presentation committee
Liaises with hotels, destination management company or other suppliers
Plans guest/delegate activities
Plans social programs and functions
Makes food and beverage arrangements

Registration committee

Updates registration forms/online links
Establishes payment policy
Handles onsite operation and management
Assembles registration packets

The exhibit/tradeshow committee

Oversees development of exhibits or displays
Promotes event to prospective exhibitors
Arranges space layout
Liaises with meeting venue management
Manages exhibitor registration
Develops an exhibit guide

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Conference Organization

An event planner's model for conference event management