Academic Conference Planning Checklist | Event Guide for Organizers
Academic conference planning requires many of the same tasks as any other event or conference, but it also brings certain complexities that you, as the planner, should consider. Academic conferences are often the only opportunity that professors, researchers and administrators have to come together, share ideas and knowledge, and stay connected to their peers, which in many fields of study, are few in number.
From managing a complex timeline and selecting the right venue to speaker logistics, day-of-event coordination and post-event follow-up, this guide will serve as a go-to resource for ensuring a smooth, hassle-free event and provide a positive, memorable experience for attendees and presenters.
With years of experience, the team at Monona Terrace is well-prepared for anything. Should unexpected challenges arise, we have the people, equipment, and expertise to keep your event running smoothly and get everything quickly back on track
12+ Months Out: Set the Vision
In most regards, academic event planning is like planning a corporate conference or event. Having a clear, well-structured conference planning checklist will help ensure your academic conference passes all tests with straight A’s. Start with a timeline and tasks that need to be completed. For academic event planning purposes, we recommend starting a year out and working your way towards the date(s) of the conference.
Define objectives and attendees
A smart starting point is to envision the ideal outcome of the conference. What do you want participants to do/learn while they’re at the event and what do you want them to take away? What will make attendees say, “this event was beneficial to me, my colleagues, and our goals.” Identifying the ideal outcome will help you focus on the exact parameters and logistical elements required at your venue to achieve success.
Conference attendees, typically university faculty/administrators and research professionals, enjoy networking, fostering collaboration, and presenting their work to their respective academic communities. And often there will be graduate and / or undergraduate attending the conference who have assisted in research and potentially co-authored papers and presentations.
Delegate tasks and responsibilities
Hopefully, you’re not alone in organizing and managing the conference. Academic event planning requires multiple skill sets and having a team to which you can delegate is crucial. Key “buckets” include speaker engagement/management, A/V requirements, food/beverages, and accommodations if it’s a multi-day conference. With tasks delegated, you can concentrate more on the content and programming of the conference.
Draft a preliminary budget
You may have been given a budget to work with, having or creating one will provide the boundaries and filters you need to make decisions. Typically, the most expensive line items are the venue, food/beverages, keynote speakers and presenters (honorariums, travel & accommodations, etc), and entertainment, if needed.
Identify potential venues and dates
Most venues book events and conferences months and even years in advance, if it’s a major, multi-day conference. Make sure that your venue can handle the number of attendees, speakers, breakout rooms, parking, catering, and any other requirements you have. Monona Terrace provides a wide range of options for virtually any size or complexity of event.
9–12 Months Out: Lock in Logistics
Getting logistics finalized early will make your experience much better the closer you get to the conference. Focus on these tasks:
Finalize venue and sign contracts
Locking in your venue is absolutely the most important thing you need to do early in your planning stages. Monona Terrace has been hosting conferences of all types for decades, and we hope we are on your short list. From 30 to 30,000 attendees, catering, A/V and live streaming, breakout rooms, we have a comprehensive suite of services and offerings. But regardless of your venue selection, take time to review all contracts closely before signing.
Design session formats (panels, posters, workshops)
This is where the rubber meets the road for your programming. Determine what each session will look like, who is presenting, what support they need, the anticipated size of the audience, and materials that need to be printed, assembled and/or set up onsite.
Launch your call for papers
While your venue partner can’t help you with this, academic papers and presentations are your primary source for content and programming. The world of academia is replete with scholars who are looking for opportunities to share their work and your conference may be the most suitable. Get the word out ASAP.
Start Sourcing Keynote Speakers
You’ll likely have a plethora of speakers on isolated subjects (see above), but your keynote speaker(s) may be more difficult to source. Identify your wish list and reach out. As stated earlier, keynote speakers usually charge fees (some substantial), so consider this in your budget. However, for academic conferences, often an honorarium may suffice as “payment.”
Set up your conference website and social media
Make sure you have a website that includes registration, information on speakers, expected programming, and conference details. Your university might provide a “microsite” for your conference but getting it up may take too much time. If you have no supporting resources, partners like Eventsquid offer a wide range of supporting event services, including a website and registration platform.
6–9 Months Out: Build the Program
Content is king, as they say, so make sure your programming is relevant, engaging, and beneficial for your attendees. This is vital to pre-registration and getting people excited about attending.
Review submissions and confirm speakers
By now you should have tons of submissions for presenters. Consider the number you’ll need to fill your agenda and programming. Then review the submissions and winnow the selection based upon your criteria. Lastly, lock in all your keynote speakers by now. Your content will steer your entire program and dictate what you’ll need to support it.
Coordinate tech, A/V, and hybrid needs
Having the right content is paramount, but if your audience can’t watch it or hear it, it’s a failure. Make sure your venue has the tech and AV support you need. Also, it’s likely you require a hybrid option for off-site attendees. Having the bandwidth to go hybrid should be a deal-breaker requirement for your venue. Monona Terrace is replete with tech and AV services, including onsite technicians during your conference. Here are two helpful articles (1 and 2) on our technology solutions.
Promote early-bird registration
Your website should be capturing email sign-ups and followers as your conference comes together. Offer an early-bird special for attendees and a registration package that gives them exclusive access, early check-in, and other perks. This will help eliminate the headache of onsite registrations, printing and badging.
3–6 Months Out: Final Touches
It may seem like a long way off, but this time will fly by, especially if you’ve fallen behind on your timeline and “to-do” list. Here are some things to take care of before crunch time.
Finalize your schedule
With all your speakers in place, you can finalize your programming, set the number of breakout sessions, timing, and plan for the potential number of attendees for each session. Also, determine what each breakout session may need in terms of A/V and tech support.
Book catering and plan accessibility accommodations
If your conference serves food and/or beverages, you should have your caterer booked. Monona Terrace has multiple catering options for conferences of any size or duration. Take a look at our catering services here. And accessibility is key, so ensure your venue can accommodate all attendees and any special needs they may have.
Print materials (badges, programs, signage)
Printed materials are often pushed to the last minute due to potential changes in the programming or logistics of the conference, which is understandable. However, there are lots of print materials that likely won’t change. Identify these elements and get them printed and mounted if necessary. And if you need signage in multiple languages, don’t rely on AI for translations.
Confirm vendors and walk through the venue
You may have just one vendor who’s taking care of everything, or you need multiple vendors for catering, parking, security, A/V and more. Now is the time to meet with them at your venue and ensure everyone is on the same page. If you’ve selected Monona Terrace as your venue, you’ll discover we’re a “one stop shop” for your conference.
1–3 Months Out: Confirm & Communicate
Now it’s crunch time! By now most of your boxes have been checked. At this point, you should be acting, rather than reacting, and stay ahead of any potential conflicts.
Email reminders to attendees and presenters
Your convention management software likely provides email capabilities to your attendees and presenters. Attendees should receive occasional reminders with helpful content, like links for interesting things to do near the event, hotel accommodations, tips for having a successful event and more. For your presenters, it’s not a bad idea to send emails that require a response so you can be sure they’ll be there and be ready.
Host a tech run-through with presenters
If you can get your presenters to participate, it’s a great idea to do an onsite run-through so everyone is on board with any and all tech needs for their respective presentations. If you can’t do this onsite, have a “tech” video meeting to gather any requirements that may have been overlooked. This is also an opportunity to confirm with your presenters if their presentations and supporting documents can be shared after the conference.
Prep volunteers and day-of staff
Your day-of team needs your guidance and input. This is your opportunity to delegate the more “hands-on” responsibilities to others. Let them know what you expect and go through various protocols, such as any emergencies that may arise. Also have contingency plans and redundancy options, just in case.
After the Conference: Reflect & Recap
After the conference, an entirely new wave of responsibilities and to-do’s arise. But don’t be overwhelmed. It’s all smooth-sailing from here!
Send thank-yous and post-event surveys
Take the time to send thank you emails, and even handwritten notes to your presenters. It will go a long way for future conferences and your reputation in general. Send an online survey to all attendees to get valuable feedback for your event. Do the same for presenters to get their opinions. This information will help guide you in planning for future conferences.
Share recordings or published proceedings
Anything that’s been recorded that has been approved for distribution should be made available to attendees on your website. This includes digital publications (PDFs) and any downloadable content and video from the conference. If you’ve done a hybrid event, all of the live-streams could be made available as well.
Debrief with your team
Gather the team and talk about what went right, what went wrong, and how you can improve next year’s conference. We recommend you keep this meeting about your team and get their input rather than you telling them what you think.
Start planning next year’s event
What?! Yeah, it’s right around the corner.
Conclusion: Now to organize your next conference with us
Successful academic conferences are all about thorough planning before, during and after the conference. Start with a comprehensive checklist, stick to it, and do post-event follow-up to ensure your attendees, presenters and supporting staff know they are valued and appreciated.
Also paramount for an awesome event is the venue, which can elevate your conference to an unforgettable, must-attend experience for years to come. We invite you to consider Monona Terrace, not only for its amazing views and convenient location, but for our flexibility, comprehensive offerings, and professional, dedicated staff. Let’s start planning together! Contact us today!