C O N F E R E N C E

Organiser

Expert conference organisers delivering seamless planning, perfect venues, and complete event management for impactful experiences.

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Event Planning Checklist

Planning a successful event requires organization, foresight, and attention to detail. Whether you’re hosting a corporate conference, product launch, wedding, or team offsite, this comprehensive event planning checklist will help you stay on track from start to finish.

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  • Event Planning Checklist

1. Define Event Goals & Objectives

  • Identify the purpose of the event (conference, training, networking, celebration, etc.).
  • Outline measurable goals (attendance, leads generated, revenue, brand awareness).
  • Determine the target audience.

2. Budgeting & Financial Planning

  • Set an overall budget.
  • Allocate funds for venue, catering, technology, speakers, entertainment, marketing, and logistics.
  • Track all expenses with a detailed budget sheet.
  • Build in a contingency reserve (10–15%).

3. Venue & Date Selection

  • Choose a venue suitable for the audience size and event type.
  • Check availability for preferred dates.
  • Ensure accessibility, parking, and public transport connectivity.
  • Review amenities: staging, lighting, sound system, internet connectivity.
  • Conduct a site visit before final confirmation.

4. Event Design & Program Flow

  • Decide event format (in-person, virtual, or hybrid).
  • Create a detailed agenda/program schedule.
  • Plan speaker sessions, entertainment, and networking breaks.
  • Design stage setup, branding, and signage.

5. Vendor & Supplier Management

  • Book catering, AV, décor, photography/videography, and transport vendors.
  • Negotiate contracts and confirm deliverables.
  • Maintain a vendor contact list with emergency details.

6. Marketing & Promotions

  • Create a marketing plan (social media, email campaigns, PR, ads).
  • Design event creatives: posters, banners, landing page, invites.
  • Leverage influencers, media, and partners for reach.
  • Set up event registration/ticketing system.

7. Technology & Event Tools

  • Use event management software or apps.
  • Enable online registration and payment gateways.
  • Ensure Wi-Fi, live streaming setup, and backup equipment.
  • Test AV equipment and event tech before event day.

8. Guest & Speaker Management

  • Send out invites and track RSVPs.
  • Arrange travel, accommodation, and hospitality for speakers/guests.
  • Prepare welcome kits, name badges, and seating charts.
  • Assign volunteers for guest assistance.

9. On-Site Logistics

  • Set up registration desk and help desks.
  • Coordinate with vendors for timely setup.
  • Arrange security, medical support, and crowd control.
  • Conduct a final rehearsal with staff and speakers.

10. Post-Event Follow-Up

  • Collect attendee feedback (surveys, forms, online reviews).
  • Share event highlights through photos/videos on social media.
  • Send thank-you notes to speakers, sponsors, and attendees.
  • Analyze performance (ROI, lead conversion, attendance vs. goals).
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We Offer Conference Organising Services in the Following Cities

Our team provides professional conference and corporate event organising services across India and selected international destinations. Whether you are planning a business conference, seminar, or corporate gathering, we are available in the following locations:

  • Delhi
  • Mumbai
  • Noida
  • Gurgaon
  • Greater Noida
  • Bangalore
  • Goa
  • Hyderabad
  • Chennai
  • Kolkata
  • Pune
  • Ahmedabad
  • Jaipur
  • Dharamshala
  • Agra
  • Lucknow
  • Chandigarh
  • Dehradun
  • Srinagar
  • Shimla
  • Manali
  • Mussoorie
  • Rishikesh
  • Kasauli
  • Jim Corbett
  • Udaipur
  • Jaisalmer
  • Jodhpur
  • Faridabad
  • Kochi
  • Thiruvananthapuram
  • Munnar
  • Wayanad
  • Kumarakom
  • Thekkady
  • Alappuzha

International Conference Destinations

  • Vietnam
  • Phuket
  • Krabi
  • Bangkok
  • Pattaya
  • Dubai

Wherever you plan your conference, our expert team ensures seamless execution, world-class arrangements, and personalised support.