About this template
Work type: Other
Location: United States
Client industry: Generic
Version: 1 (Latest)
This template includes
- 18 tasks
Conference Preparation Checklist
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| Packing for the Conference | ||
|---|---|---|
| Professional Essentials |
Admin
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| Business cards | ||
| Branded materials (brochures, swag, firm one-pager) | ||
| Laptop/tablet & charger | ||
| Portable charger/power bank | ||
| Notepad or digital note-taking device | ||
| Pens/highlighters | ||
| Copies of your session materials or presentation (USB and cloud backup) | ||
| Technology & Accessories |
Admin
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| Phone charger + cable | ||
| Headphones/earbuds | ||
| Wi-Fi hotspot or backup internet (optional) | ||
| HDMI/USB-C adapters for presentations | ||
| Extension cord or power strip | ||
| Attire |
Conference Attendee/Speaker
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| Business casual or conference-specific attire | ||
| Comfortable shoes (you’ll be on your feet!) | ||
| Layered options (conference rooms = unpredictable temps) | ||
| Evening wear for mixers or dinners | ||
| Rain jacket or umbrella (check weather) | ||
| Health & Personal Care |
Conference Attendee/Speaker
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| Refillable water bottle | ||
| Snacks (protein bars, trail mix) | ||
| Medications, vitamins, and prescriptions | ||
| Hand sanitizer and disinfectant wipes | ||
| Travel-sized toiletries | ||
| Breath mints or gum | ||
| Planning for the Conference (Before You Go) | ||
|---|---|---|
| Professional Preparation |
Conference Attendee/Speaker
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| Register and download the event app | ||
| Review the session schedule and select your must-attends | ||
| Plan your speaking schedule if you're presenting | ||
| Schedule meetings or coffee chats with other attendees | ||
| Review vendor and exhibitor list—highlight booths to visit (Try and avoid Shiny Object Syndrome, and focus on "what problem am I trying to solve with adding a new vendor?") | ||
| Follow the conference hashtags and social media groups | ||
| Firm Representation |
Admin
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| Update your LinkedIn profile (Website, other social media channels) | ||
| Set your email auto-responder | ||
| Notify your team of your availability (Remind your team you are AT the conference to be present and learn, maybe schedule a 30 minute "Catch-up" per day with a primary team member/manager). | ||
| Create a note system for capturing follow-ups and leads | ||
| Logistics |
Admin
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| Book travel (flights/train) and confirm itinerary | ||
| Confirm hotel reservations and check-in times | ||
| Check local transportation options or parking availability | ||
| Set a conference budget (meals, rideshare, etc.) | ||
| Planning During the Conference | ||
|---|---|---|
| Daily Strategy |
Conference Attendee/Speaker
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| Review your daily agenda every morning | ||
| Prioritize sessions by relevance and value | ||
| Take structured notes (tag sessions for follow-up) | ||
| Post and engage on social media (#hashtags, insights) - This is huge for you and for the conference. It lets your team, your clients, and the conference know what you are doing/learning. | ||
| Networking |
Conference Attendee/Speaker
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| Introduce yourself to new peers at each session | ||
| Join group lunches or roundtable discussions | ||
| Visit exhibitor booths you flagged | ||
| Capture contact info & jot down follow-up notes | ||
| Firm Development |
Conference Attendee/Speaker
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| Look for tools, partners, or methods to bring back | ||
| Ask vendors about accounting firm-specific use cases | ||
| Attend leadership or workflow-focused breakout sessions | ||
| Personal Care at the Conference | ||
|---|---|---|
| Daily Wellness |
Conference Attendee/Speaker
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| Start the day with a short walk/stretch/meditation | ||
| Stay hydrated—refill your bottle throughout the day | ||
| Build in breaks to decompress and reset | ||
| Eat nourishing meals (don’t skip meals or rely on cookies) | ||
| Manage caffeine intake (watch for crashes) | ||
| Mental Clarity |
Conference Attendee/Speaker
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| Journal or voice note 1 takeaway per day | ||
| Give yourself space to recharge (hotel room breaks are okay) | ||
| Don’t overschedule—leave margin for spontaneity | ||
| Sleep & Recovery |
Conference Attendee/Speaker
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| Aim for 7+ hours of sleep each night | ||
| Wind down with a book, calming music, or app | ||
| Avoid checking work emails late at night (unless urgent) | ||
| Post-Conference Action Items | ||
|---|---|---|
| Organize & Reflect |
Conference Attendee/Speaker
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| Review and organize your session notes | ||
| Summarize key takeaways and action points | ||
| Share insights with your team (consider a debrief meeting or email) | ||
| Reflect on what worked well and what to improve for next time | ||
| Follow-up on Connections |
Conference Attendee/Speaker
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| Send LinkedIn connection requests with personal notes | ||
| Email new contacts to thank them and explore next steps | ||
| Add leads to your Financial Cents for follow-up | ||
| Follow up with vendors or service providers you’re interested in | ||
| Implement What You Learned |
Conference Attendee/Speaker
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| Identify 2–3 ideas to test or integrate into your firm | ||
| Schedule time for deeper dives into tools or processes | ||
| Assign next steps or implementation tasks to team members | ||
| Reach out to presenters or peers for clarification or collaboration | ||
| Content & Marketing |
Conference Attendee/Speaker
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| Post a final social media recap or reflection | ||
| Consider writing a blog or internal article summarizing your experience | ||
| Add valuable materials to your resource library or playbooks | ||
| Personal Debrief |
Conference Attendee/Speaker
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| Re-set your calendar and priorities post-travel | ||
| Catch up on rest if needed—conferences are energizing and exhausting | ||
| Note your top three wins or connections | ||
| Journal what inspired you or shifted your mindset | ||