Conference Planner SOPs

This template contains Standard Operating Procedures (SOPs) for planning and executing conferences. It covers various aspects of event management, starting with initial client consultation and venue selection. The document outlines steps for developing event timelines, managing vendors, creating budgets, and handling attendee registration. It also addresses promotional activities, final walkthroughs, and day-of coordination to ensure a smooth event experience.

Further, the SOPs detail budget management, including drafting initial budgets, obtaining vendor quotes, securing budget approvals, and tracking expenses. It emphasizes ongoing budget monitoring, cost-saving measures, final reconciliation, and client reporting. Vendor selection and contract negotiation are also covered, with guidelines for identifying vendor requirements, researching potential vendors, requesting proposals, evaluating offers, and finalizing contracts. The document stresses the importance of regular vendor communication and post-event reviews.

The template provides guidance on on-site event coordination, detailing pre-event preparations, vendor management, staff briefings, and registration processes. It includes steps for managing speakers and VIPs, monitoring event progress, collecting attendee feedback, and handling crisis situations. Post-event breakdown and debriefing are also addressed to ensure lessons are learned for future events. Attendee management is another key focus, covering registration system setup, data management, pre-event communication, and on-site support.

Additionally, the SOPs cover post-event evaluation, which involves collecting feedback, conducting team debriefs, reconciling budgets, analyzing key performance indicators (KPIs), and creating post-event reports. Sponsorship management is outlined, including identifying opportunities, creating packages, drafting proposals, negotiating terms, and maintaining sponsor relationships. Marketing and promotion strategies are also detailed, covering target audience definition, marketing plan development, branding, website launch, social media promotion, and paid advertising.

Finally, the document includes procedures for speaker and content management, ensuring sessions are organized and engaging. It also provides a comprehensive risk management and contingency planning section, addressing potential risks, creating mitigation plans, and establishing crisis management protocols. The SOPs aim to provide a structured approach to conference planning, ensuring all aspects are covered to deliver successful events.