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Event Planning Guideline for Conferences

This checklist covers important tasks and expected activities for event organisers and volunteers.
Make a note of the timeline we usually follow.

3 months

  • Communicate your interest in organising an event. Expect a reply within 3-5 days
  • Schedule a call to talk about draft budget, discussion topics, venue, and dates
    • If the event plan is approved, bi-weekly check-ins begin
    • Request FOSS United swag during the call. Stickers will be provided, while T-Shirts and button badges depend on the stock availability
  • Form your team of core volunteers

2 months

  • Share the venue confirmation with the FOSS United team
  • Visit the venue in-person and map-out
    • Entry/exit points
    • Nearest public transport stations
    • Food station
    • Help desks
    • Conference rooms
    • Nearest emergency services
  • Work on the run of show and event plan (example)
  • Identify vendors for food, A/V, chairs, tables (if needed) and get a quote from them
  • Start selecting volunteers for the event (if needed)
  • Make social media and marketing content (reference on Penpot and Figma)
    • Event announcements
    • Call for CFPs & Volunteers
    • Deadline reminders
  • Make your event live on the FOSS United platform
    • Use the FOSS United platform for RSVPs and CFP submission
  • Share the event invite and form on social media, Telegram, and other platforms
  • Look for reviewers for CFPs

1 month

  • Reach out to speakers/guests and finalise them
  • Make content for social media about the final speakers/guests
  • Announce speakers/guests on social media
  • Make a presentation for the event with
  • Finalise the event plan
  • Make banners and posters for the venue.

2 weeks

  • Confirm final headcount of participants
  • Run a dry-run at least 7 days pre-event
    • Share the feedback with the Events team
  • Print posters, banners, and other required material
  • Allocate tasks to volunteers and team
  • Reach out to vendors for any final updates
  • Share the event plan with speakers, volunteers, and your team
  • Have backup plans for no-shows and tech failures
  • Plan for a team meeting (volunteers and core team) to discuss

Day of event

  • Arrive at least an hour before the door opens for participants
  • Set up
    • Banners, posters, and boards
    • Registration booth and help desks
    • A/V equipment and presentation systems
    • Refreshment and meal tables with help from your FnB vendor
  • Keep the place clean and mark garbage disposals
  • Capture photos and videos (example)
    • Get speaker and attendee testimonials (example)

After the event

  • Post wrap-up report on the forum within 14 days (attendance, photos, feedback, highlights). Refer this template.
  • Clear payment with vendors, if any
  • Submit reimbursement claims with receipts within 7 days (settles in 15–20 days). Reimbursement will be settled only after the forum post is live.
  • Book a meeting with the FOSS United Events team to debrief within 7 days of the event

City chapters/conferences get up to ₹50,000 reimbursement-based sponsorship; reach out to events@fossunited.org for more.