Have The Speakers Agreed To Come?

Confirm everything in writing:

Conference location? Dates? Times? Business and social activities? Speaker's commitments? Lengths of stay? Obligations while there? Financial and other arrangements - fees, payment dates, travel and accommodation data? Parties to sign and date on verification of agreements? Miscellaneous other matters?

Obtain details from the speakers:

Photographs? Biographical notes for use in mailshots to would-be delegates, press releases and general advertising? Synopsis of their speeches for your suggestions and/or approval? Lists of any supporting equipment needed, such as flipcharts or slide projector and screen, so you can make arrangements?

Finalise the programme:

Notify speakers and draw their attention to any amendments? Confirm the contents of speeches and use of equipment and so on in the light of any changes? Provide any documents and materials relating to the conference such as sales reports and trade newsletters, which may be of value or interest to them?

What else:

Check that all is well on a regular, ongoing basis and follow up any queries, concerns and worries. Attend to travel and accommodation arrangements early on. Book equipment at the earliest opportunity. Meet in rehearsals. Make changes, as necessary. Get speakers to the event, relaxed and on time and make sure they are happy with their accommodation and so forth. This does not finish here. You might have to face difficulties like last minute dropping out from the conference. You have to be ready for all this.