Conference Planner Onboarding Checklist

Conference Planner Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Conference Planner 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 Planner, you’re in the right place. We’ve put together a sample Conference Planner onboarding checklist below and have created onboarding templates & resources to help.

Conference Planner Onboarding Checklist

1. Introduction to company culture and values: The conference planner should be introduced to the company’s culture and values, which will help them align their work with the company’s mission and vision. This task is typically performed by the HR department or a designated company representative.

2. Familiarization with company policies and procedures: The conference planner should be provided with a comprehensive overview of the company’s policies and procedures, including those related to event planning, budgeting, and vendor management. This task is usually performed by the HR department or a senior conference planner.

3. Introduction to key team members: The conference planner should be introduced to key team members, including colleagues from the event planning department, marketing, finance, and operations. This will help them establish relationships and understand the roles and responsibilities of each team member. The task of introducing key team members is typically performed by the conference planner’s supervisor or a designated team lead.

4. Review of past conference materials: The conference planner should be given access to past conference materials, such as event agendas, attendee lists, and post-event reports. Reviewing these materials will provide valuable insights into the company’s previous events, attendee demographics, and areas for improvement. This task is usually performed by a senior conference planner or a designated knowledge management team.

5. Training on event planning software and tools: The conference planner should receive training on the event planning software and tools used by the company. This may include software for registration management, venue selection, budget tracking, and event marketing. The training is typically conducted by the IT department or a designated software trainer.

6. Familiarization with event planning templates and checklists: The conference planner should be provided with event planning templates and checklists that are commonly used by the company. These templates and checklists will serve as a guide for the planner to ensure all necessary tasks are completed for each event. This task is usually performed by a senior conference planner or a designated event planning coordinator.

7. Introduction to preferred vendors and suppliers: The conference planner should be introduced to the company’s preferred vendors and suppliers, such as caterers, audiovisual providers, and transportation services. This will help the planner understand the company’s existing relationships and negotiate favorable terms for future events. The task of introducing preferred vendors and suppliers is typically performed by a senior conference planner or a designated procurement manager.

8. Review of event budgeting and financial processes: The conference planner should receive a thorough review of the company’s event budgeting and financial processes. This includes understanding how to create and manage event budgets, track expenses, and process invoices. The review is typically conducted by the finance department or a designated financial analyst.

9. Shadowing experienced conference planners: The conference planner should have the opportunity to shadow experienced conference planners to observe their day-to-day tasks, decision-making processes, and interactions with clients and vendors. This will provide valuable hands-on learning and mentorship. The task of shadowing experienced conference planners is typically arranged by the conference planner’s supervisor or a designated mentor.

10. Introduction to event marketing strategies: The conference planner should be introduced to the company’s event marketing strategies, including digital marketing, social media promotion, and email campaigns. This will help them understand how to effectively market events and attract attendees. The introduction to event marketing strategies is typically performed by the marketing department or a designated marketing specialist.

11. Familiarization with event venue selection process: The conference planner should be familiarized with the company’s event venue selection process, including factors to consider, negotiation tactics, and contract management. This will enable them to make informed decisions when selecting venues for future events. The familiarization is typically conducted by a senior conference planner or a designated venue sourcing specialist.

12. Introduction to event risk management: The conference planner should receive an introduction to event risk management, including identifying potential risks, developing contingency plans, and ensuring compliance with health and safety regulations. This task is usually performed by a senior conference planner or a designated risk management officer.

13. Review of event evaluation and feedback processes: The conference planner should be provided with an overview of the company’s event evaluation and feedback processes. This includes understanding how to collect attendee feedback, analyze event metrics, and implement improvements based on feedback received. The review is typically conducted by a senior conference planner or a designated evaluation coordinator.

14. Introduction to industry associations and networking opportunities: The conference planner should be introduced to relevant industry associations and networking opportunities that can help them stay updated on industry trends, connect with peers, and enhance their professional development. This task is typically performed by a senior conference planner or a designated industry liaison.

15. Ongoing professional development opportunities: The conference planner should be informed about ongoing professional development opportunities, such as conferences, workshops, and online courses, that can enhance their skills and knowledge in event planning. This task is usually performed by the HR department or a designated learning and development coordinator

Setting Up Your Employee Onboarding Process

From reading through the items in the example Conference Planner checklist above, you’ll now have an idea of how you can apply best practices to getting your new Conference Planner 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.