# Association annual conference checklist

Sociana template v1.0, reviewed 2026-10-19. Tick items off, add an owner and a date beside each, and delete what does not apply.

## Governance and planning

- [ ] Confirm conference dates with the board
- [ ] Set the theme and the budget
- [ ] Appoint the conference committee and roles
- [ ] Draft the programme and call for speakers
- [ ] Decide the AGM date, quorum and papers

## Members and registration

- [ ] Clean and update the member list
- [ ] Open registration with fee categories
- [ ] Offer sponsored or concession places
- [ ] Send reminders in phases
- [ ] Track registration by chapter or region
- [ ] Offer payment support for institutional members

## Programme and speakers

- [ ] Confirm keynote and plenary speakers
- [ ] Confirm parallel sessions and moderators
- [ ] Collect abstracts, slides and consent for recording
- [ ] Prepare session feedback forms
- [ ] Prepare awards categories and juries
- [ ] Plan networking sessions and member meets

## Sponsors and exhibitors

- [ ] Finalise sponsor tiers and benefits
- [ ] Collect sponsor logos and links
- [ ] Allot exhibition stalls or tables
- [ ] Plan sponsor mentions across sessions
- [ ] Prepare a sponsor report for after the event

## On site

- [ ] Staff the registration desk with the member list
- [ ] Brief volunteers and session monitors
- [ ] Run the AGM with attendance recorded
- [ ] Hold the awards ceremony with the right order
- [ ] Collect feedback before people leave
- [ ] Photograph key moments with consent

## After the conference

- [ ] Send thanks and slides within a week
- [ ] Report attendance and finances to the board
- [ ] Share feedback highlights with members
- [ ] Archive documents and the member app
- [ ] Start the next year’s list

Source: sociana.in/templates/association-conference-checklist/