Meeting, Convention and Reunion Planning Timeline

Below is a timeline you can use to help ease the organizational burdens of planning your convention or conference. Following this timeline will ensure that you have covered the basic responsibilities needed when organizing a convention or conference.

1 year Before

  • Notify the Abilene Convention Bureau (800-727-7704) of any assistance you will need
  • Get last year’s program & attendance
  • Select hotel & sign contracts
  • Estimated attendance
  • Number of sleeping rooms
  • Exhibit requirements
  • Plan meal functions
  • Set date for reservation cut-off
  • Establish meeting theme
  • Book entertainment & speakers
  • Plan media coverage
  • Do first mailing to delegates
  • Arrange for all printed material

6 Months Before

  • Confirm speakers
  • Outline specific programs
  • Guest programs
  • Book transportation needs

3 Months Before

  • Second mailing
  • Plan menu
  • Discuss prices & billing
  • Review all space requirements
  • Plan decorations

6 Weeks Before

  • Finalize program & have printed
  • Review attendance
  • Complete menu for meal functions
  • Finalize meeting room set-up, equipment needs and meal set-up
  • VIP Attendees
  • Set schedule of events

4-5 Weeks Before

  • Release unneeded sleeping rooms
  • Make final billing arrangement
  • Confirm conference needs and & finalize meal functions
  • Order AV equipment
  • Send the ACVB your delegate list for name badges and confirm any other services being provided for your meeting