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Conference Planning Checklist

When planning a conference in Ireland the task can appear daunting at first but don't worry Cork Convention Bureau is here to help with advice and support along the way.

Feel free to call us on +353 (0)21 4318036 or email:, whether it be to discuss dates and possible locations for your event or seek recommendations for Professional Conference Organisers and event planners, CCB is here to help with all enquiries both big or small.

Below is a list of action points created by Fáilte Ireland when planning a conference 12 months before the event. The list is by no means exhaustive but gives a great starting point. 

Speaking Programme

  • Receipt of all abstracts to the call for papers
  • Confirm all call for papers and other speakers
  • Book speaker accommodation


  • Prepare database of potential delegates
  • E-marketing using database
  • Select appropriate publications for advertising
  • Further Website development where appropriate
  • Design/print letterhead
  • Organise press & arrange press releases
  • Design/print preliminary brochure (where appropriate)
  • Design, print and distribute registration brochure (where appropriate)

Staging and Production

  • Select audiovisual company (if required)
  • Agree on stage set and production
  • Select and book entertainers
  • Ensure all contracts are in writing

Social Programme

  • Approximate numbers based on past conferences in Cork
  • Confirm theme and entertainment
  • Organise all relevant transport associated with social programme
  • Prepare accompanying persons program

Conference Accessories

  • Select and order Conference bags and name badges
  • Select and order other merchandise
  • Confirm sponsor donated goods
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