Planning a conference in Adelaide
Planning a
conference
in Adelaide
A week-by-week plan for organisers running a conference of 100 to 400 delegates.
12 to 8 weeks out
Confirm the date, the space and a realistic delegate number. Book speakers and send a save-the-date so diaries fill before the end of the quarter.
This is also the time to lock in the AV brief. Share the session format, how many speakers present at once and whether anyone joins remotely.
Conferences, Planning
14 September 2026
8 to 4 weeks out
Open registration and collect dietary requirements on the form. Draft a run sheet with times for every session, break and changeover.
Walk the venue with your coordinator. Check sightlines from the back row, where registration sits and how guests move to catering.
The final week
Send final numbers and dietary requirements 7 days out. Upload slides and videos 3 business days before so the technician can test them.
On the day, arrive an hour before doors. The room will already be set, so the time goes on a rehearsal, not on moving chairs.
