Conference Organizer Onboarding Checklist

Conference Organizer Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Conference Organizer starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Event Planning onboarding experience or just need an onboarding checklist for your new Conference Organizer, you’re in the right place. We’ve put together a sample Conference Organizer onboarding checklist below and have created onboarding templates & resources to help.

Conference Organizer Onboarding Checklist

1. Introduction to company culture and values: The task involves providing a comprehensive overview of the company’s culture, values, and mission. This helps the conference organizer understand the company’s ethos and align their work accordingly. Typically, the Human Resources department or a designated company representative performs this task.

2. Familiarization with event planning software: As a conference organizer, becoming proficient in the event planning software used by the company is crucial. This task involves providing access to the software, conducting training sessions, and assigning a mentor or IT specialist to guide the new hire through the software’s features and functionalities. The IT department or a designated software trainer performs this task.

3. Introduction to the event planning team: The conference organizer needs to be introduced to the event planning team, including their roles and responsibilities. This task involves organizing a team meeting or individual introductions, allowing the new hire to understand the team dynamics and establish relationships. The team lead or manager typically performs this task.

4. Review of past conferences and events: To gain insights into the company’s previous conferences and events, the new conference organizer should be provided with access to relevant documentation, reports, and evaluations. This task helps the organizer understand the company’s event history, identify areas for improvement, and build upon successful strategies. The event planning team or a designated knowledge management specialist performs this task.

5. Familiarization with event budgeting and financial processes: Understanding the company’s event budgeting and financial processes is crucial for a conference organizer. This task involves providing access to financial systems, explaining budgeting procedures, and assigning a finance team member to guide the new hire through the financial aspects of event planning. The finance department or a designated finance specialist performs this task.

6. Introduction to preferred vendors and suppliers: As a conference organizer, it is essential to know the company’s preferred vendors and suppliers. This task involves providing a list of trusted vendors, explaining the selection criteria, and introducing the new hire to key contacts. The procurement department or a designated vendor management specialist performs this task.

7. Review of event planning templates and guidelines: To ensure consistency and adherence to company standards, the conference organizer should be provided with event planning templates and guidelines. This task involves sharing templates for event timelines, checklists, and other relevant documents, as well as explaining their usage. The event planning team or a designated documentation specialist performs this task.

8. Introduction to event marketing and promotion strategies: Understanding the company’s event marketing and promotion strategies is crucial for a conference organizer. This task involves providing access to marketing materials, explaining marketing channels, and assigning a marketing team member to guide the new hire through the marketing aspects of event planning. The marketing department or a designated marketing specialist performs this task.

9. Familiarization with event logistics and operations: The conference organizer needs to be familiarized with event logistics and operations to ensure smooth execution. This task involves providing access to event management systems, explaining logistical procedures, and assigning an operations team member to guide the new hire through the operational aspects of event planning. The operations department or a designated operations specialist performs this task.

10. Introduction to event safety and emergency protocols: Understanding event safety and emergency protocols is crucial for a conference organizer. This task involves providing access to safety guidelines, explaining emergency procedures, and assigning a safety officer or designated personnel to guide the new hire through safety protocols. The safety department or a designated safety specialist performs this task.

11. Training on effective communication and stakeholder management: As a conference organizer, effective communication and stakeholder management are vital skills. This task involves providing training on communication techniques, stakeholder engagement strategies, and conflict resolution. The human resources department or a designated communication specialist performs this task.

12. Introduction to post-event evaluation and analysis: The conference organizer should be familiarized with the company’s post-event evaluation and analysis processes. This task involves explaining evaluation criteria, providing access to evaluation forms or surveys, and assigning an evaluation team member to guide the new hire through the analysis process. The evaluation team or a designated evaluation specialist performs this task.

13. Mentoring and ongoing support: To ensure a smooth transition and continuous growth, the conference organizer should be assigned a mentor or a designated colleague who can provide ongoing support and guidance. This task involves pairing the new hire with an experienced conference organizer who can answer questions, provide feedback, and offer advice. The mentor or a designated colleague performs this task.

14. Introduction to company policies and procedures: The conference organizer needs to be familiarized with the company’s policies and procedures. This task involves providing access to employee handbooks, explaining HR policies, and assigning an HR representative to guide the new hire through the company’s policies and procedures. The human resources department or a designated HR specialist performs this task.

15. Onsite event shadowing: To gain practical experience and understand the intricacies of event planning, the conference organizer should have the opportunity to shadow an experienced organizer during an onsite event. This task involves arranging for the new hire to observe and assist in various event-related tasks, such as registration, logistics, and attendee management. The event planning team or a designated onsite coordinator performs this task

Setting Up Your Employee Onboarding Process

From reading through the items in the example Conference Organizer checklist above, you’ll now have an idea of how you can apply best practices to getting your new Conference Organizer up to speed and working well in your Event Planning team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.