Academic Conference Planning and Execution Template

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Effortlessly manage the planning and execution of academic conferences with this comprehensive template. From selecting themes and booking venues to sending speaker invitations and arranging catering, this template helps you organize all tasks systematically.

Using Priority Matrix ensures timely execution and thorough management, making your academic events successful and impactful. Ideal for professionals in education and academic administration.

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Academic Conference Planning and Execution for Priority Matrix

Academic Conference Planning and Execution in Priority Matrix

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Proposed Tasks

Critical & Immediate

  • Conference theme selection due in 1 week
    ☐ Brainstorm potential themes ☐ Discuss with team members ☐ Finalize theme
  • Venue booking due in 2 weeks
    ☐ Research potential venues ☐ Check availability ☐ Make booking
  • Speaker invitations due in 1.5 months
    ☐ Select potential speakers ☐ Send out invitations
  • Registration setup due in 3.5 months
    ☐ Set up online registration system ☐ Test registration process
  • Final check of venue due in 8 months
    ☐ Inspect venue ☐ Ensure all requirements are met
  • Brief team members due in 8.5 months
    ☐ Hold briefing session ☐ Ensure all team members know their roles
  • Conference day due in 9 months
    ☐ Oversee conference proceedings ☐ Handle any issues that arise

Critical & Not Immediate

  • Call for papers due in 3 weeks
    ☐ Prepare call for papers ☐ Distribute call to relevant channels
  • Budget planning due in 1 month
    ☐ Create preliminary budget ☐ Review and finalize budget
  • Marketing campaign due in 2.5 months
    ☐ Plan marketing strategy ☐ Execute marketing campaign
  • Finalize conference schedule due in 4 months
    ☐ Arrange presentations ☐ Allocate time for networking

Not Critical & Immediate

  • Catering arrangements due in 2 months
    ☐ Select caterer ☐ Decide on menu
  • Website update due in 3 months
    ☐ Update website with conference details ☐ Ensure all information is accurate
  • Print conference materials due in 4.5 months
    ☐ Design conference materials ☐ Print materials
  • Arrange accommodation for speakers due in 5 months
    ☐ Research hotels ☐ Make bookings
  • Test AV equipment due in 7 months
    ☐ Check all AV equipment ☐ Arrange for repairs if necessary

Not Critical & Not Immediate

  • Prepare conference packs due in 5.5 months
    ☐ Assemble conference packs ☐ Ensure all materials are included
  • Finalize seating plans due in 6 months
    ☐ Plan seating arrangements ☐ Make necessary adjustments
  • Prepare welcome speech due in 6.5 months
    ☐ Write welcome speech ☐ Practice delivery
  • Arrange transportation for speakers due in 7.5 months
    ☐ Book transportation ☐ Confirm travel schedules