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UF Health University of Florida
Brand Center College of Public Health & Health Professions
Event Services Overview

Conferences and Symposia
Plan Your Event

Use this checklist to plan multi-session academic conferences, research symposia and large-scale professional events. Conferences involve more lead time, more moving parts and more coordination than any other event type in this toolkit. Begin planning at minimum six months in advance and treat the PAR and budget processes as your first priority.

Phase 1: Before your event

Planning infrastructure

(6+ months out)

  • Establish a planning committee if the event scale warrants one — identify who is responsible for programming, logistics, communications and budget.
  • Confirm the event concept, scope and target audience.
  • Set a preliminary budget and submit for departmental approval before committing to any venue or vendor.
  • Download and complete the Budget Template — include venue, catering, A/V, speaker travel and honoraria, printing, signage and promotional materials.
  • Confirm your chart field and departmental financial backing with your fiscal administrator before any expenditures.

Venue and contracts

(4–6 months out)

  • Research and visit potential venues — on-campus options via EMS; off-campus options via the Vendors and Venues Guide.
  • For off-campus venues: request a contract and review all terms carefully before signing — pay particular attention to food and beverage minimums, cancellation clauses and room block commitments.
    Note: Venue contracts must be reviewed and signed through UF Procurement — do not sign a hotel or venue contract directly.
  • Confirm the space configuration can accommodate your full program: general session, breakout rooms, poster space, registration area and catering space.
  • If housing attendees off-campus, establish a hotel room block and confirm cut-off dates and attrition clauses.

Programming and speakers

(3–4 months out)

  • Finalize the program agenda, including session topics, speakers and time allocations.
  • Send speaker invitations and confirm participation in writing.
  • Clarify speaker logistics: honorarium, travel reimbursement or both? Note that UF policy generally recommends offering one or the other — confirm with your fiscal administrator.
  • Collect speaker bios, headshots and presentation titles for the program.
  • If the conference involves abstract submissions, establish a submission and review timeline.

Registration and communications

(2–3 months out)

  • Open registration and distribute an event announcement — see AI Prompt Templates or Email Templates.
  • Build or coordinate a conference program or printed agenda.
  • Send regular promotional communications as the event approaches.
  • Track registration numbers and share updates with your caterer and venue coordinator.

Purchasing and logistics

(4–6 weeks out)

  • Submit a PAR for catering, A/V equipment, printing, signage and any other event expenses.
  • Order printed materials: programs, name badges, signage and poster boards if applicable.
  • Confirm A/V setup with your venue — for large conferences, a dedicated A/V technician is strongly recommended.
  • Confirm catering selections and provide a finalized headcount by your venue’s deadline.
  • If the event involves travel reimbursements, establish a process for collecting receipts from speakers.

Day-of preparation

  • Finalize volunteer and staff role assignments — conferences require significantly more day-of staffing than smaller events; see Day-Of Checklist and Role Assignments.
  • Prepare a detailed run-of-show document and share it with all staff, volunteers and speakers.
  • Confirm speaker arrival times, A/V needs and presentation file formats in advance.
  • Prepare registration table materials: check-in list, name badges, programs and any handout materials.

Phase 2: During your event

Day-of tasks

  • Arrive a minimum of 60 to 90 minutes before the first session.
  • Brief all staff and volunteers on their roles and the run-of-show before doors open.
  • Manage speaker check-in and confirm all presentation files are loaded and tested.
  • Monitor session timing and communicate with speakers if they are running long.
  • Manage catering transitions between sessions and meal periods.
  • Keep a running attendance count throughout the day.

A/V and tech management

  • Designate a dedicated A/V point of contact for the day — this person should not also be managing speaker logistics or registration.
  • Test all A/V in every session room before attendees arrive.
  • Have a contingency plan for A/V failure — know who to call and have backup options ready.

Phase 3: After your event

Immediate follow-up

(within 48 hours)

  • Send post-conference thank-you emails to speakers, sponsors and key volunteers — see Communication Templates.
  • Process speaker travel reimbursements and honoraria through your fiscal administrator.
  • Return any rented A/V equipment or conference materials.

Wrap-up

(within one to two weeks)

  • Send a post-event survey to attendees — see Post-Event Evaluation Templates.
  • Reconcile the final budget against actual expenditures and submit documentation.
  • Archive speaker contacts, vendor notes and lessons learned — conference institutional knowledge is among the most valuable and most commonly lost.

Last Reviewed: 7/14/26 | Submit a Revision