Checklist for your successful event
Every event is unique and requires individual planning. This checklist provides a good guide to help you keep an eye on all the important points. The congress and conference service of the city of Halle (Saale) will be happy to support you from the initial idea to the follow-up.
© David Köster1. conception phase
- Define event title
- Define target group
- Determine event format and duration (presence / hybrid / online)
- Budget calculation
- Check participation fees, external financing and funding options
Tip: Those who plan early have a clear advantage! The earlier you start, the more relaxed and structured your event will be.
Place, time & program planning
Place & time
- Set date
- Book event location
- Hotel and room reservation
Tip: Benefit from our network and our local know-how!
Program content
- Create program and schedule
- Acquire speakers
Accompanying supporting program
- Guided city tours
- Evening events
- Transfer and shuttle options
Technology, equipment & catering
Technology & equipment
- Media and event technology
- Moderation and presentation material
Catering
- Determine catering requirements: Provision of drinks, coffee breaks, lunch
- Book a catering service
Tip: We will find reliable service providers and real insider tips for you - perfectly tailored to your event.
Participant management, marketing & communication
Participant management
- Set up a landing page and booking tool
- Set up multi-stage invitation management
Tip: Send out save-the-date at least 7 months in advance.
- Registration and participant management
- Provide conference documents
Marketing & communication
- Create a media and communication plan
- Design and produce advertising materials
© Max Mendez3rd implementation phase
- Establishment of a conference office
- Coordination of external service providers
- Set-up and technical check
- Accreditation
- Speaker support
- Support by event management
- End of event and dismantling
Tip: With us at your side, your event will be stress-free and professionally managed.
4. follow-up phase
- Accounting and financial controlling
- Event review
- Evaluation
Tip: Use feedback forms to collect valuable feedback - this will give you important insights for future events.
Your event, our all-round service!
Plan your event with us:
Tourist information
with hallesaale* & university shop
The congress and conference service of the city of Halle (Saale) is a joint project of Martin Luther University Halle-Wittenberg and Stadtmarketing Halle (Saale) GmbH.