Plan Your Q1 Event Before It Plans You

Everything left to lock once the venue and vendors are booked. Divided into three phases, working backward from your event date.

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DAY 1 TO 30 — FINALIZE THE LINEUP

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Get signed agreements from every speaker
Collect speaker bios, headshots, and session titles
Confirm each speaker’s AV and staging needs
Assign a liaison to every speaker
Lock exhibitors and assign booths against the floor plan
Send exhibitor and sponsor activation briefs
Confirm sponsor deliverables: logos, branded areas, speaking slots
Build the agenda by room capacity, speaker availability, and format
Reveal the agenda with a timed promotional push
Choose and set up your registration and on-site event platform
Confirm the platform connects registration, check-in, and badge printing

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DAY 30 TO 60 — BUILD THE EXPERIENCE

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Build registration forms and ticket tiers
Open registration and monitor sign-ups
Cap capacity-controlled sessions so they don’t overflow
Map attendee navigation and wayfinding signage
Confirm accessibility: routes, session formats, captions, dietary options
Set up networking: matchmaking and an attendee directory
Program roundtables, lounges, and structured networking
Build breaks into the agenda so the day isn’t a marathon
Draft the full attendee communication calendar
Write the know-before-you-go email: what to expect, bring, and where to go
Brief exhibitors on load-in, Wi-Fi, power, and lead capture

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DAY 60 TO 90 — LOCK OPERATIONS

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Reconfirm every vendor: scope, delivery, load-in times, day-of contacts
Audit registration data for duplicates and sync gaps
Build the run of show, minute by minute
Assign one owner per area and require sign-off before doors open
Run a full AV rehearsal in every room, not just the main stage
Test check-in and badge printing end to end, with backup hardware
Confirm catering timing, dietary signage, and break stations
Brief and position all staff and volunteers, with escalation paths
Distribute emergency contacts and safety procedures to every lead
Write contingency plans for the top disruptions, each with a named decision-maker
Confirm all printed materials, signage, and swag delivered and proofed

vFAIRS

Planning your Q1 event? Book a session with our team.