We recommend planning for your event one to two years in advance, if possible.

To start planning for your conference, please complete a Conference / Event Planning Worksheet, then email the form to confserv@cornell.edu or fax it to (607) 255-4722.

Preliminary considerations:

• Set dates and times, avoiding holidays and major events in the community
• Outline conference program, including time for social networking events
• Select and reserve venues for meetings, receptions and dining, and other events
• Block and contract on- and off-campus housing, considering cost, amenities, and location
• Develop a promotion plan
• Select an appropriate theme and integrate it creatively throughout the event

• Determine income sources including registration fees and sponsorships
• Establish fee structure and attendee benefits
• Prepare for paying some expenses up-front, including venue deposits
• Review catering proposals for inclusiveness of tax, gratuity, linen, centerpieces, staffing, alcohol, and rented equipment

• Create a logo
• Prepare a printed program
• Develop informational Web site
• Select promotional giveaways

• Determine preregistration process and information to collect, including dietary restrictions and adaptive needs
• Establish deadlines and late fees
• Develop suggestions for local pre- and post-conference on-your-own activities

• Choose dining options - cafeteria-style, buffet, or table service
• Consider breakfast, brunches/lunches, morning and afternoon breaks, cocktails, dinners, and late-night socials
• Arrange for tables, tents, chairs, lighting, audiovisual needs, podium and staging, and portable toilets

• Inspect site for comfort, cleanliness, and access
• Ensure flexibility of physical space and sufficient staffing during your events to meet your needs
• Determine audiovisual, technology, and space needs of speakers, and assign meeting spaces to program
• Arrange transportation, including charter services, bus, and parking

• Consider every detail carefully
• Confirm all reservations and other arrangements
• Pay bills and reconcile financial statements