Checklist for the perfect conference event: before, during and after

Checklist for the perfect conference event: before, during and after

Planning and holding a conference event requires careful preparation, smooth implementation and effective follow-up. To ensure that your next conference is a complete success, we have put together a comprehensive checklist to help you keep track of all the important steps before, during and after the event.

 In advance: the right preparation is crucial

1. goal setting: Define clear goals and expectations for the meeting to maintain focus and maximize effectiveness.

Tip from the Schindlerhof: Our experienced event planners are on hand to help you set your goals and help you concretize and implement your vision for the event.

2. budget planning: Set a realistic budget and plan the expenses for location, catering, technology and other required resources.

Tip from the Schindlerhof: With our tailor-made conference packages you can make the most of your budget.

3. choice of location: Choose a suitable location that meets the needs of your event and has sufficient space, technology and services.  

Tip from the Schindlerhof: Discover our diverse conference rooms, which are equipped with modern facilities and offer an inspiring atmosphere for productive meetings. Another PLUS at the Schindlerhof: the many beautiful outdoor facilities. 

4. create an agenda: Create a detailed agenda with schedule, program points, speakers and breaks to ensure a smooth process.

Tip from Schindlerhof: Our event planners will be happy to help you create a customized agenda that meets your requirements and objectives.

5. communication: Inform the participants in good time about the location, time and program of the event and make sure that all the necessary information is available.

 During the event: successful implementation in every phase

1. welcome and check-in: Give participants a warm welcome and ensure a smooth check-in process to make a positive first impression.   

Tip from the Schindlerhof: Our friendly staff are ready to welcome your guests personally and make their stay as pleasant as possible.

2. technical check: Before the start of the event, check the technical equipment and make sure that all devices and systems are working properly.

Tip from Schindlerhof: Our technical experts are at your disposal to ensure that all the technical requirements of your event are met and run smoothly.

3. program implementation: adhere to the previously defined schedule and ensure a structured and efficient implementation of the program items.

Tip from Schindlerhof: Our experienced event staff will support you on site to ensure that your program runs smoothly and that all participants remain engaged. If a program item changes spontaneously, we will work with you to adapt.

4. catering: Make sure that the catering meets the needs of the participants and is served on time to create a pleasant atmosphere.

Tip from the Schindlerhof: Enjoy our delicious food and drinks, which are carefully prepared by our kitchen team and ensure a successful conference.

5. participant engagement: Encourage participant engagement through interactive elements such as discussion rounds, workshops or networking opportunities.

Tip from Schindlerhof: Use our diverse conference rooms and facilities to create inspiring and interactive sessions that will inspire your participants and motivate them to get involved. We can also inspire you at this point with a guided tour of the hotel or a presentation - we can also provide you with professionals for a moderated meeting.

 After the event: Effective follow-up for long-term success

1. gather feedback: Collect feedback from participants to identify strengths and potential for improvement and to optimize future events.

2. documentation: Document important findings, results and decisions from the conference so that they can be used and further developed in the future.

Tip from Schindlerhof: Our event staff will support you with the documentation and preparation of the conference results so that you can use them effectively.

3. thank you: Thank the participants, speakers, sponsors and employees for their participation and their contribution to the success of the event.

Tip from Schindlerhof: Show your appreciation and gratitude to everyone involved by sending personalized thank-you messages or small gifts.

4 Follow-up: Maintain the contacts and relationships made during the conference and keep up communication with participants to build long-term relationships.

Tip from Schindlerhof: Stay in contact with your participants and offer them regular updates, information and invitations to further events to strengthen the relationship and ensure the long-term success of your conference.

With this comprehensive checklist, you are ideally equipped to successfully plan, hold and follow up your next conference event. We at the Schindlerhof will be happy to assist you at any time to support you every step of the way and offer you an unforgettable conference experience.