Conference planning checklist 2026
| Task | Recommended deadline (relative to event date) |
|---|---|
|
Opt-in to Support Plan |
At least 8 months before event |
|
Make payment for Abstract Management Service |
One month after Opt-in |
|
Attend Fourwaves onboarding |
At least 1 month before the launch of your Call for Papers |
|
Begin conference planning including theme, priorities, dates, and location |
Ongoing, starting 6 months before event |
|
Add branding and images to Registration/CFP webpage |
5 months before event |
|
Build Call for Papers form |
5 months before event |
|
Establish program committee |
5 months before event |
|
Announce Call for Papers to your members |
5 months before event |
|
Promote CFP through diverse networks beyond membership (equity-seeking scholars, community orgs, regional institutions) |
5 months before event |
|
Update Event webpage’s text |
5 months before event |
|
Build registration form and set conference registration fees |
5 months before event |
|
Build a budget for your event (Consider offering bursaries, fee waivers, or sliding scales for students, community members, or underrepresented groups) |
5 months before event |
|
Attend EDID Workshop: Advancing inclusive programming |
Date and time TBD |
|
Attend Conference Planning Support Clinic |
|
|
Attend EDID Workshop: Fostering accessible and welcoming spaces |
Date and time TBD
|
|
Attend Conference Planning Support Clinic |
|
|
Review and score submissions with Program Committee |
4 months before event |
|
Inform speakers about the status of their submission (e.g., accepted, waitlisted, rejected) |
3 months before event
|
|
Announce registration to your members |
3 months before event
|
|
Add branding and images to Virtual Event webpages (virtual and hybrid conferences only) |
3 months before event |
|
Update Virtual Event webpage’s text (virtual and hybrid conferences only) |
3 months before event |
|
Build conference schedule with preliminary session details for virtual events (if applicable)- Ensure balance in scheduling (avoid “all-student” panels being sidelined, avoid clustering EDID topics at margins) |
2 months before event |
|
Send participant guidelines (presentation length, accessibility tips, code of conduct) |
2 months before event |
|
Gather Virtual Presenter resources if using SI, CC, or ASL services |
1 month before event |
|
Upload on-demand videos (MP4) and presentation materials (PDF) to virtual platform (if applicable) |
2 weeks before event |
|
Review final virtual session agenda on platform (if applicable) |
1 week before event |
|
Review platform details and test access (if applicable) |
1 week before event |
|
Ensure all presenters are registered |
1 week before event |
|
Coordinate with IT Support during event (if using Zoom Add-On) |
During event |
|
Gather participant feedback |
Within 1 month after event |
|
Close the Virtual Event platform (if applicable) |
Within 1 month after event |