Stellar Franchise Convention Planning Checklist & Timeline

18 Months Out:

• Consider convention sites—shortlist a few.
• Select preferred and alternate dates for the conference.

15 Months Out:

• Determine and lock-in venue, and host hotel, if different than venue.
• Plan budget: Registration fees, hotel, speakers, promotions, other vendors, staff travel, etc.
• Create a conference website or update an existing one with event dates and location.
• Plan promotional efforts.

12 Months Out:

• Set the conference theme and learning objectives.
• Contact SPEAK! for a tailored list of qualified, franchise-savvy speakers whose messages tie into your theme and learning objectives. 
• Begin promoting your conference theme, location and registration rates for next year’s event during your current year’s convention. Give your franchisees great reasons to show up!
• Open registration for your next year’s convention. Give your franchisees an attractive incentive to sign up at this year’s event, building your advance registrations and excitement.

9 Months Out:

• If you have not already started, now’s the time to begin promoting your conference theme, location and registration rates. Give your franchisees as much advance notice as you can!
• If not already open, open registration.
• Outline event agenda.
• Contact the venue conference service manager (CSM) for your event, if not already in touch. Start finalizing as many of the details as you can in regards to room set-up and food and beverage.

6 Months Out:

• Continue event promotion—utilizing speaker and key leader content and past event testimonials!
• Ask your speakers to do short promo videos to help you drive attendance and excitement.
• Offer registration incentives for Early Bird registrants.
• Track registrations.

3 Months Out:

• Lock in AV provider and plan for entire agenda needs. Ensure your speaker AV and room requirements are known and workable.
• Begin preparation of the final agenda and program.
• If conference booklet is being printed, lock in vendor and deadlines.
• Design name badges and event signage.
• Plan event giveaways, if applicable.
• Finalize recognition awards and recipient video clips, if using.

2 Months Out:

• Make final decisions on AV needs and confirm AV contract.
• Define content for all agenda items.
• Pre-Program Call with presenters to customize content.
• Confirm menus with venue CSM or caterer.
• Prepare evaluation forms for your conference.
• Track registrations.
• Prepare a post-event survey that will be emailed to franchisees post-conference.

1 Month Out:

• Finalize presenter content and confirm all presenter logistics.
• Send final email promotion for conference registration.
• Track registrations. Confirm with caterer and hotel.

3 Weeks Out:

• Finalize signage and on-site conference materials/handouts.
• Continue to work with vendors on counts and tracking their progress.
• Prepare registration packets and print badges.
• Book a massage for the week after the event!

1 Week Out:

• Confirm AV equipment for all sessions with the venue.
• Review caterer order.
• Ship any last minute materials to the venue.
• Prepare travel file with copies of all necessary contracts, key contacts, notes, etc.

1 Day Out:

• Pre-conference meeting with venue staff.
• Walk the meeting space with your staff, creating a list of any additional needs. Note the location of restrooms, emergency exits, and house phones for contacting venue staff.
• Set up signage and prepare registration area.
• Confirm with your speaker that AV sound check is done and all is well—may be day of session.

During Your Conference:

• Relax! You’ve worked hard in advance to make the event a wild success.
• Meet with venue CSM daily to discuss any problems/needs.
• Confirm AV for next day, if applicable.

After Your Conference:

• Send thank you notes.
• Email Post-Event Survey to franchisees.
• Gather event notes, including successes and challenges.
• Debrief with speaker or representative.
• Enjoy your massage—you’ve earned it!