Large-Meeting Schedule

This scheduling timeline for a large international meeting and exhibit was adapted from a project management template, with 18 months lead time. There are typically more than 250 tasks on the template.

17-18 Months Out

• Set objectives, meeting/exhibit dates, locale, theme, and format.
• Conduct site visit.
• Set preliminary budget.
• Select freight company.
• Negotiate hotel rates and blocks, sign hotel contracts.
• Negotiate fares with official airline.
• Select ground operator.
• Select official car-rental agency.
• Assemble exhibitor lists.
• Set registration fees and policy.
• Define promotional strategy.
• Prepare first calendar notices and press releases for exhibit.

16 Months Out

• Arrange insurance coverage.
• Develop logo/graphics theme.
• Select exhibit service contractor.
• Establish exhibit space rates.
• Produce exhibit floor plan.

14-15 Months Out

• Invite and confirm key speakers.
• Determine preliminary F&B requirements.
• Negotiate menus and prices.
• Select translation equipment, if needed.
• Mail first exhibitor promotion, if needed.
• Adjust exhibit floor plan (continuous).
• Prepare and mail first meeting announcements and promotional materials to prospective attendees.

13 Months Out

• Get speakers' AV needs.

6-7 Months Out

• Produce and mail second promotion to prospective attendees.
• Begin processing registration forms.

4-5 Months Out

• Prepare and mail third promotion to prospective attendees.
• Adjust budget.
• Confirm AV and translation requirements.
• Assign speaker locations/times.

2-3 Months Out

• Adjust budget.
• Open host-city bank account.
• Finalize session schedule and room assignments.
• Select and contract with AV supplier.
• Produce and mail exhibitor services kits; include AV order form.
• Finalize F&B schedule.
• Finalize translation personnel and equipment, if needed.
• Determine on-site staff needs.
• Determine security needs.
• Order office and communications equipment needed on-site.
• Order signage.
• Compile exhibitor directory.
• Finalize on-site computer requirements for registration.
• Review processing and billing activity with hotels.

1 Month to 6 Weeks Out

• Print conference guide.
• Print workbooks.
• Submit daily schedule to hotels.
• Produce badge and ticket stocks.

3 Weeks Out Through Day of Meeting

• Set up on-site office.
• Pack and inventory materials.
• Assemble registration packets.
• Finalize F&B guarantees.
• Make pre-event preparations on-site.
• Supervise meeting on-site.

Post-Meeting

• Pack and inventory materials.
• Reconcile finances.
• Do a post-budget performance review.