TLDR: Do you have a conference or other event on the horizon? At Glorieta Adventure Camps, we partner with dozens of retreat and conference planners every year. Below is our checklist for planning an excellent conference or other large-scale event.

6–18 Months Out: Foundation

Goal: Lock in the big decisions 

• Choose your theme + purpose 
• Confirm dates 
• Book your venue + lodging 
• Estimate your budget 
• Identify your core planning team 
• Outline your schedule (sessions, meals, free time) 
• Reserve speakers, worship leaders, or facilitators 
• Begin brainstorming activities or breakout sessions

3–6 Months Out: Build the Experience

Goal: Turn the plan into a real event.  

• Open registration
• Create promotional materials 
• Finalize session topics + speaker needs 
• Confirm AV needs (projectors, mics, sound tech) 
• Plan decor, signage, and room layouts 
• Draft your attendee communication plan 
• Begin collecting dietary restrictions + accessibility needs 

2 Months Out: Logistics & Details 

Goal: Make sure every moving part has a home. 

• Finalize your schedule (with buffer time) 
• Confirm meal counts + menu with venue 
• Assign breakout rooms 
• Order any supplies (name tags, lanyards, signage) 
• Create your volunteer or staff roles 
• Build your check-in process
• Confirm housing assignments (if applicable) 
• Send a “What to Expect” email to attendees

1 Month Out: Communication & Confirmation 

Goal: Make sure everyone knows what’s happening.

• Send detailed info to speakers + facilitators 
• Send travel + packing info to attendees 
• Finalize your rooming list 
• Finalize your AV + tech plan  
• Confirm arrival day flow with the venue 
• Create your printed materials (programs, maps, schedules) 
• Build your emergency plan (contacts, procedures) 

3 Weeks Out: Final Prep 

Goal: Tie up loose ends. 

• Confirm final headcount with the venue 
• Print name tags, signage, and programs 
• Prepare check-in packets 
• Meet with your team to review notes 
• Test presentations + videos 
• Send a “2-Week Reminder” email 
• Confirm dietary needs with the kitchen staff 

1 Week Out: Last Checks 

Goal: Smooth out the last details. 

• Reconfirm arrival times with speakers 
• Reconfirm volunteer schedule 
• Pack supplies + materials 
• Prepare welcome table + signage 
• Send a “See You Soon” email 
• Share weather + packing reminders 

Arrival Day: Execute & Enjoy 

Goal: Create a smooth, welcoming experience. 

• Set up check-in area
• Place signage + room labels 
• Test AV one more time 
• Welcome attendees warmly 
• Keep your team visible + available 
• Stay flexible — something always shifts 
• Enjoy the event you built