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
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Set objectives, meeting/exhibit dates, locale, theme, and format.
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Conduct site visit.
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Set preliminary budget.
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Select freight company.
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Negotiate hotel rates and blocks, sign hotel contracts.
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Negotiate fares with official airline.
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Select ground operator.
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Select official car-rental agency.
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Assemble exhibitor lists.
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Set registration fees and policy.
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Define promotional strategy.
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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
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Invite and confirm key speakers.
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Determine preliminary F&B requirements.
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Negotiate menus and prices.
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Select translation equipment, if needed.
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Mail first exhibitor promotion, if needed.
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Adjust exhibit floor plan (continuous).
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Prepare and mail first meeting announcements and promotional materials to prospective attendees.
13 Months Out
- Get speakers' AV needs.
6-7 Months Out
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Produce and mail second promotion to prospective attendees.
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Begin processing registration forms.
4-5 Months Out
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Prepare and mail third promotion to prospective attendees.
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Adjust budget.
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Confirm AV and translation requirements.
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Assign speaker locations/times.
2-3 Months Out
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Adjust budget.
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Open host-city bank account.
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Finalize session schedule and room assignments.
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Select and contract with AV supplier.
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Produce and mail exhibitor services kits; include AV order form.
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Finalize F&B schedule.
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Finalize translation personnel and equipment, if needed.
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Determine on-site staff needs.
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Determine security needs.
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Order office and communications equipment needed on-site.
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Order signage.
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Compile exhibitor directory.
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Finalize on-site computer requirements for registration.
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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.
