Planning of an internal conference: Event organization

  • Professional & well-planned processes — event organization © KölnTourismus GmbH, Volker Voigt
    Professional & well-planned processes — event organization © KölnTourismus GmbH, Volker Voigt

Please note:
When you’re planning a public meeting as opposed to an internal one, you need to take numerous additional aspects into account, such as participant acquisition, media relations, participation fees, sponsors etc.

Step 4:
Professional & well-planned processes — event organization.


  • Design, do layouting and send (or arrange the dispatch of) Save the Date messages and invitations
    - What information must be included in the invitations?
    - Analogue or digital?
  • Organize participant management
    - Organize the participant registration process
    - If appropriate, set up a hotline for questions and changes
  • Decide on service partners and commission them
  • Create set-up plans
    - What is the equipment and seating plan for each individual
  • Create flowcharts
    - List all the individual programme points in a timeline, complete
      with all the related information
    - Event direction plan (programme point, projections,
      microphones, background music, lighting effects)
  • Ask the people who will be on stage about their technical requirements, plan these and inform your technology partners
  • Make to-do lists for any elements missing from the flowchart. Flowcharts show where gaps still exist in the event planning.
  • Plan the construction and dismantling periods
    - These plans must ensure smooth logistics for the specialized
      workers doing the construction and dismantling
    - Equipment: Which equipment will be provided by which
  • Make a “Branding, route information, signposting” list
    - The list should include information about the locations, content,
      dimensions, materials, and producers of the materials
    - Take the stage design into account
    - Take the layout of the presentations into account
    - Have the graphics and content produced according to the list
  • Plan the catering
    - How many people will be eating?
    - When should coffee breaks and lunch breaks be planned in?
    - Must special allergies/religious customs/food intolerances be
      taken into account?
    - How should the catering be designed in order to match the
      meeting perfectly (brown bag sessions, small plates for food at
      the exhibition, finger food, buffet etc.)?
    - Catering for the crew and the performers
  • Planning, creating and ordering conference materials
    - Make a layout for the presentations
    - Produce supportive content for the meeting (jingles, films,
      superimposed texts, PowerPoints)
    - Printed materials (e.g. badges, a conference folder, feedback
    - Carrier bags
    - Biros
    - Pencils
    - Notepads
  • Briefings for all the specialized workers, speakers and performers
    - A general briefing about the event
    - Information about arrival options and other framework conditions
    - Precise areas of responsibility
    - Times
  • Make phone lists that include the name, company, function and mobile phone number of each participant.
  • Human resources & team planning and briefings for the staff
    - A general briefing about the event
    - Information about arrival options and other framework conditions
    - What is each person’s area of responsibility and the place and
      time of his/her work assignment?
    - Clothing
    - Catering for the crew
    - Cloakrooms
    - Breaks
  • Submit and receive registrations and authorizations
    - Insurance policies
    - GEMA (German Authors' Rights Society)
    - Artists’ social insurance
    - If appropriate, contact the building authority for specialized uses

Download this checklist here:
Checklist 4a. Event organization - planning a meeting

Go to step 5: Checklist 5a. Staging the event - Planning a meeting​​​​​​​



Version: 2019
Responsible for the content:
welcome Veranstaltungs GmbH
Frauke Landsberg