Example SOPs: Conference Planning Manager

Conference Planning Manager SOPs

Creating Standard Operating Procedures for your Conference Planning Manager work can be difficult and take time. That’s why we’ve created these example Conference Planning Manager SOPs so you can jumpstart your SOP creation process. We want to help you set up your Event Management systems and processes by taking these sample SOPs and building out your own SOPs template library. By having all your Event Management procedures in one place, your team will have the information they need at all times. Let’s look at some Conference Planning Manager SOP examples.

Conference Planning Manager SOP Examples

1. Event Planning SOP: The purpose of this SOP is to outline the step-by-step process for planning and organizing conferences. It includes tasks such as determining the event objectives, selecting a venue, creating a budget, coordinating with vendors, and managing logistics. The scope of this SOP covers all aspects of conference planning, from initial concept development to post-event evaluation. The Conference Planning Manager is responsible for overseeing and executing this SOP. References to other SOPs may include the Vendor Management SOP, Budgeting SOP, and Logistics Management SOP.

2. Venue Selection SOP: This SOP aims to provide guidelines for selecting suitable venues for conferences. It includes criteria for evaluating potential venues, such as capacity, location, amenities, and cost. The scope of this SOP covers the entire venue selection process, from researching options to negotiating contracts. The Conference Planning Manager is responsible for implementing this SOP, with references to the Event Planning SOP for overall guidance.

3. Vendor Management SOP: The purpose of this SOP is to establish procedures for managing vendors involved in conference planning. It includes tasks such as identifying and selecting vendors, negotiating contracts, and ensuring timely delivery of services. The scope of this SOP covers all vendor-related activities, from initial contact to post-event evaluation. The Conference Planning Manager is responsible for overseeing this SOP, with references to the Event Planning SOP for overall context.

4. Budgeting SOP: This SOP outlines the process for creating and managing budgets for conferences. It includes tasks such as estimating costs, allocating funds, tracking expenses, and reconciling financial records. The scope of this SOP covers the entire budgeting process, from initial estimation to final reporting. The Conference Planning Manager is responsible for implementing this SOP, with references to the Event Planning SOP for alignment with event objectives.

5. Logistics Management SOP: The purpose of this SOP is to provide guidelines for managing the logistical aspects of conferences. It includes tasks such as coordinating transportation, arranging accommodations, managing audiovisual equipment, and overseeing event setup. The scope of this SOP covers all logistical aspects of conference planning and execution. The Conference Planning Manager is responsible for overseeing this SOP, with references to the Event Planning SOP for overall coordination.

6. Registration and Attendee Management SOP: This SOP outlines the procedures for managing conference registrations and attendee information. It includes tasks such as creating registration forms, processing registrations, managing attendee databases, and providing customer support. The scope of this SOP covers all aspects of registration and attendee management, from pre-event registration to post-event follow-up. The Conference Planning Manager is responsible for implementing this SOP, with references to the Event Planning SOP for overall context.

7. Program Development SOP: The purpose of this SOP is to guide the development of conference programs and agendas. It includes tasks such as identifying session topics, inviting speakers, creating schedules, and coordinating presentations. The scope of this SOP covers the entire program development process, from initial planning to finalizing the agenda. The Conference Planning Manager is responsible for overseeing this SOP, with references to the Event Planning SOP for alignment with event objectives.

8. Marketing and Promotion SOP: This SOP outlines the procedures for marketing and promoting conferences to attract attendees. It includes tasks such as creating marketing materials, utilizing social media platforms, coordinating advertising campaigns, and managing media relations. The scope of this SOP covers all marketing and promotion activities, from pre-event promotion to post-event evaluation. The Conference Planning Manager is responsible for implementing this SOP, with references to the Event Planning SOP for overall coordination.

9. On-site Event Management SOP: The purpose of this SOP is to provide guidelines for managing conferences on-site. It includes tasks such as coordinating event staff, overseeing registration, managing session schedules, and handling unforeseen issues. The scope of this SOP covers all on-site event management activities, from setup to tear-down. The Conference Planning Manager is responsible for overseeing this SOP, with references to the Event Planning SOP for overall context.

10. Post-event Evaluation SOP: This SOP outlines the procedures for evaluating the success of conferences and identifying areas for improvement. It includes tasks such as collecting feedback from attendees, analyzing event data, and preparing post-event reports. The scope of this SOP covers the entire post-event evaluation process, from data collection to reporting. The Conference Planning Manager is responsible for implementing this SOP, with references to the Event Planning SOP for overall context

Conference Planning Manager SOP Templates

Looking for SOP templates for your Conference Planning Manager work? We’ve got you covered. You can build out your company SOPs using the sample SOP information above (added to our template) or our team can put together a starter SOPs template based on your Conference Planning Manager work. Get in touch if you’ve got questions about the quickest way to build out your Event Management SOPs library.