Your role when being responsible for the planning and follow through of the event is the event organizer.
          As the event organizer, you are responsible for everything about the event. This means that if the speakers are late; the food is not good; the AV equipment is not working; or if the seating arrangements don’t work out, all of these things will fall on you.

          The average conference or seminar is set up by your employer to accommodate important clients, for presentation information; for prospective new clients and to accommodate a key speaker’s message or works.
          It is because of this fact that a lot can ride on the event’s success; particularly for the organizer of the event. If your event is successful it can very well mean that a promotion is on the horizon for you or that you will get ahead in some way or another.
          Although this guide is meant to help those that need to produce a near perfect seminar or conference, it can be a great guide for anyone that has the need to throw a successful event.
          This guide is for the organizer of the event, to help you know exactly what you are doing from beginning to end.
          When you are beginning the process of organizing a conference or seminar, there is nothing that is more priceless available to you than the brainstorming list.
          The brainstorming list is composed of any and every idea that you could have for the event like food, seating, other people involved in helping the event take place, and everything else that you can come up with.
          When we think of a conference organizer, we typically think of the person who is responsible for all the conference logistics; however your role as a conference organizer extends far beyond that.

          You are responsible not just for the details but also for the big picture. You need to develop a vision for your conference with realizable goals and objectives that are maintained and supported by the details of the event.

You have to develop a vision for your conference that includes:

• Measurable goals and objectives
• Establishing a committee
• Delegating tasks to committee members
• Developing a timeline
• Developing the conference program
• Holding regular committee meetings to verify that committee members have the support required to accomplish their tasks
• Hold a meeting after the conference and gather feedback on the conference process
• Send out appropriate thank you notes following the event.

There is a great deal to do.

The best way to get started with your event planning is to set up a checklist of committee members; their contact information; a list of jobs that need to be done and a list of what tasks have to be performed.

In the end, you could wind up making at least 3-4 checklists all together. I will show you an example of a couple of them for your quick reference later.

Checklist #1: Committee Members; this is just a sample, you may actually have more members and tasks than this, but this will give you the general idea.

Checklist #2: Task list

These checklists are only a sample of what you can do when making your checklists, but you get the idea.

When you have confirmed each of the items in your list as being confirmed finished, simply check it off.

A more advanced checklist will also include the general stages of each task such as inquiries/confirmed etc. These checklists will be your saviors later.

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