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.
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.
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.
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.
Produce and mail second promotion to prospective attendees.
Begin processing registration forms.
Prepare and mail third promotion to prospective attendees.
Confirm AV and translation requirements.
Open host-city bank account.
Finalize session schedule and room assignments.
Select andwith 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.
Compile exhibitor directory.
Finalize on-site computer requirements for registration.
Review processing and billing activity with hotels.