Six months is the sweet spot for a conference of 300 to 2,000 guests: long enough to secure a good venue and strong speakers, short enough to keep the team focused. Here is the timeline our producers follow.
Months 6–5: goals, budget and venue
Write down the one outcome that makes the event a success — pipeline, partner signings, internal alignment — and set the budget against it. Shortlist three venues and visit them in person before signing.
Months 4–3: speakers and programme
Confirm keynotes first; they shape the rest of the agenda. Open early-bird ticket sales as soon as two headline speakers are announced.
Months 2–1: production and promotion
Lock the run of show, brief AV and catering, and push promotion hard in the final six weeks, when most tickets sell.