The key to a successful conference and meeting is a solid and carefully executed planning work. We have therefore developed this guide and checklist with the steps that we see from experience as crucial for a successful conference. It lists what you should keep in mind when booking a facility for your conference. Activities that should be done before, during and after the conference. We hope that with this support you can put more energy and focus on the content of your meeting to achieve the best possible results.

Good luck with your conference!

Goals and purpose

What are your goals and purposes for the meeting and the conference? What do you want to get and depending on what message to convey, the location and the facility can play a crucial role in receiving it in the best way. Think about what you want the participants to feel, think and think, both during and after the conference.


Always make sure to have a clear budget secured before you start planning the conference in detail. Specify what is included in the budget and what may not be included. It is also important to know when talking to the facilities and be sure to ask what is included in the price. Everyone works differently and therefore better to ask to be as clear as possible and avoid unwanted surprises.

Target group and participants

How many and who will be invited to the meeting? Perhaps the agenda in time must be adapted to the accessibility of certain key people.

Dates and times

Find a date that doesn't clash with other important activities for attendees and verify with key people that they're available. Be sure to book enough time for the entire agenda and make sure to have room for team building activities. Recommended to have two breaks during the day with activities or team tasks and it can be a good idea to book a given time to take phone calls and answer the most urgent emails to reduce stress and keep better focus during the meeting itself.

Furniture and technology

There are many different ways to furnish for a conference. Consider the purpose and purpose of the meeting when choosing furniture. Please consult the facility what they think usually works best in their specific premises, because each room has its specific character. Verify that the necessary technical equipment is in place or hired for the conference.

Profile and location

Are there any geographical perspectives to consider? Should it be held near the head office or should you meet on the road in between? Any specific requests regarding profile or location? Perhaps it should be close to nature or central with good communications or is it possibly the activists, the food or that it is an environmentally friendly alternative that is most important. All meetings are unique and you need to identify what is prioritized at this particular time to get the best possible results.


As well as the fact that all meetings are unique, so are all facilities. Identify the facilities that meet your needs by using and its search functions. Then verify availability. Bring in quotes and if you have the opportunity, don't forget to go and look at the facility in person before you decide.


Go through the detailed plan for your conference: what is needed for technical equipment, collect information about allergies and any special diet, how should payment be made and should the participants pay for something themselves, send out invitations, make budget reconciliation, share the participant list with the facility, choose menus for dinners / lunch / coffee and verify lecturers and activities. Make sure to have a plan B in case something unexpected should happen, any lecturer might get sick or central technology that does not work, etc.

Activities and speakers

Decide on any activities, what suits the group and the nature of the meeting? Keep in mind that the whole group should be able to participate to get the best out of the activity. Consult the plant's experts what they recommend. Book a speaker or guest lecturer well in advance. It can be a speaker who is directly linked to the topic of the meeting or one who breaks the agenda with some other stretching topic that inspires new thinking or provokes discussion.


Book external transportation if necessary. Be sure to have all logistics well planned. This applies both to and from the conference itself, but also to activities, dinners, changing meeting rooms, etc.

Quote and cancellation policy

Once you have received quotes, compare and make sure that there is nothing unclear about the price or what is included in the price. Please read the cancellation policy carefully and note the last day of cancellation in the call to avoid any cancellation fees if cancellation would be applicable. Also verify what applies to changing the number of participants, rooms, etc.


The conference is over and everything has hopefully gone according to plan, then it's time to follow up and get feedback.

Follow-up is good for:

1. Thank everyone involved, participants and those who have been involved in holding the conference.

2. Get feedback on how the conference was experienced. What has been good and what needs to be better until next time. It is important to learn from what has gone well and less well.