Have you determined the convention vision and goals?
Have you garnered support for the convention with industry and community stakeholders?
Have you determined the intended audience?
Have you gathered “committed” volunteers?
Have you determined if you will require sponsorship?
Have you determined your preferred venue and possible dates?
Has consideration been given to accessibility of venues?
Have you prepared an action timeline?
Have you prepared a convention budget?
How will the registration of all participants be handled? Will the program be all inclusive or by individual tickets? How will the fees be collected and by what means? How will the GST be handled?
Have you prepared a communications plan?
Have you determined your convention program outline?
Will the program outline include a tradeshow exhibition?
Will the program outline include pre or post conference events, tours, recreation opportunities?
Have you considered the type of technology / audio-visual that will be needed?
Have you determined the accommodations requirements?
Have you determined necessary transportation options?
Have you determined your shipping needs?
Has a food and beverage outline been prepared?
How will the marketing, promotion and publicity be handled?
Do you have a risk management plan?
How will the on-site requirements of the convention be handled?
How will the convention be evaluated?

These are some of the major considerations that need to be determined by a group wishing to hold a successful convention! Certainly, this checklist is a beginning point to assist committees in the planning and execution of a convention but is not meant to be all inclusive. For further assistance, consider enlisting the help of an independent Meeting Planner. One website resource is the Independent Meeting Planners Association of Canada (IMPACanada) at www.impaccanada.com

This checklist was compiled by CANHOST Group and information gathered from the Convention Industry Council Manual, 7th Edition. This checklist is to be used as a general guide in the planning and execution of a conference / convention.