How to use When to use For whom Planning pitfalls Reaching deadlines

FREE Conference Schedule Template

Master conference schedule template project plan timelines with our intuitive conference schedule template project plan Gantt chart template.

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Gantt chart template

Why use our Conference Schedule Template instead of Excel or Google Sheets?

Get started with our Conference Schedule Template in seconds while skipping the hassle involved with Excel or Google Sheets.

Build Gantt charts in minutes, not hours.

Build Gantt charts in minutes, not hours.

No project management experience? No problem. Tom's Planner offers a user-friendly, drag-and-drop interface that's intuitive and easy to learn. Creating Gantt charts is a breeze, saving you time and effort. Compare that to the time-consuming, frustrating, manual formatting-intensive process of building a Gantt chart in Excel or Google Sheets.

Create a Gantt chart in minutes, not hours

Move at the pace of modern business with no learning curve or Googling formulas.

Good luck figuring out how to make a Gantt chart work in Excel or Google Sheets. Excel’s user manual weighs in at a hefty 500+ pages. It takes just five minutes with Tom’s Planner to start planning your first real project plan.

Create a Gantt chart in minutes, not hours

Headache-free collaboration and sharing.

Tom's Planner offers powerful options for sharing and collaborating on Gantt charts, including public links, PDF exports, and team access with customizable permission levels. It’s never been easier to communicate or ensure everyone’s on the same page. Compare that to Excel, where sharing and collaboration mean jumping through hoop after hoop and dealing with confusion and chaos.

How to use Tom’s Planner’s conference schedule template to build and share your office renovation project.

Getting your project off the ground is as easy as 1-2-3.

Step #1

Click the 'start with template’ button to open the Conference Schedule Template.

Step #2

Register for a free account and watch a short video on using Tom’s Planner. The account is free forever, with no strings attached.

Step #3

You’re all set to use the Gantt chart template. Need additional help? Our AI assistant can create a custom Gantt chart Conference Schedule Template based on your project description.

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What is a conference schedule template?

Conferences provide unique opportunities for professional development, networking, education, and forging connections. They’re used across virtually all industries and can be for professionals or the general public. However, planning a conference is not a simple matter. Even relatively small affairs have multiple moving parts that you’ll need to juggle. A conference schedule template can help.

A conference schedule template is a configurable document that helps you create a roadmap for the event. You can adjust fields on the fly, say as presenters or speakers confirm their attendance. You can also use them to help plan things like venue rental, catering, entertainment, and more.

Why use a conference Gantt chart template?

You have plenty of options when it comes to conference schedule template format. For instance, you might gravitate toward a conference schedule template in Excel or one formatted in Google Sheets. Both can work, but there’s a better option: a Gantt chart for conference planning.

Why opt for a Gantt chart over a different type of conference itinerary template?

Gantt charts are great for planning events and keeping track of the myriad details you’ll need to monitor as the date approaches. A tool like Tom’s Planner lets you create custom fields, color code entries, create flexible timelines, allocate resources, and much more.

Common fields a standard conference schedule template might include are:

  • Tasks and subtasks
  • Priority levels for tasks
  • Budget
  • Market research

However, with a Gantt chart like Tom’s Planner, you can create customized fields that fit your needs and enhance your ability to plan, such as:

  • Task assignees and dependencies between tasks and subtasks
  • Color-coded event timelines
  • Resources allocated per task or team

    • A conference schedule template can make the difference between a successful event and a failure.

    When to use a conference schedule template

    Whether you’re planning a single-day event or a multi-day conference, you’ll find that a conference program template gives you critical capabilities at different points. Some of the times to use one include:

    Planning Phase:

    A successful conference begins with accurate planning. A schedule helps you create a roadmap that lays out everything required to pull off the event successfully.

    Resource Allocation:

    All conferences require a wide range of resources. You’ll need A/V equipment, food catering, table and chair rentals, IT staff and technology, and more.

    Speakers/Hosts:

    With a comprehensive schedule, you can identify speakers and hosts, track as they accept or decline, adjust based on those metrics, and ensure that you’re giving attendees an engaging experience.

    A conference schedule template like Tom’s Planner is a vital tool in your planning process, ensuring that your event is all that it should be.

    Who should use a conference schedule template?

    Conference schedule templates are important tools for a wide range of people involved with planning and managing these events. Some of the most common users include:

    Program Directors:

    Program directors are responsible for planning segments of the conference, managing guest speakers, designing events, and more. A conference template helps ensure these tasks are completed accurately and that directors can synchronize with one another.

    Marketing Professionals:

    Marketing your conference is essential, but doing so successfully requires a deep understanding of the timeline, guests/hosts, and defined marketing channels. A schedule ensures that marketing teams can align with one another as well as with program directors and other stakeholders.

    Speakers and Presenters:

    Speakers and presenters must synchronize their schedules with program directors and other people involved in the conference. A schedule helps keep everyone on the same page to avoid double-booking or missing key elements.

    We designed Tom’s Planner to act as a flexible, versatile conference Gantt chart template for events of any size.

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    The top three pitfalls to avoid when planning a conference

    Want to create an engaging, enjoyable conference that delivers value to your attendees? Avoid these pitfalls:

    1. Failure to Research During the Planning Stage:

      A successful conference requires deep research and planning. Not doing so can lead to last-minute changes or even outright failure of the event.

      Solution:

      Use a conference Gantt chart template to define goals, compare locations, create timelines, assign tasks, set and manage your budget, and more.

    2. Not Researching Speakers

      The right guest speakers/hosts are essential to the success of your conference. Not researching them can lead to lackluster attendance.

      Solution:

      Research potential speakers, know who resonates with your audience, and contrast your options to avoid potential problems.

    3. Leaving Important Tasks for the Last Minute

      Often, it’s the little details that make a conference memorable and enjoyable. Don’t leave planning important tasks for the last minute, like event wrap parties, planning for device charging, or renting A/V equipment.

      Solution:

      Use a schedule to plan your event, including the small things that make all the difference to your guests and attendees.

    What does a conference schedule template include?

    Conferences can be large or small, last for a few hours, run for several days, or be themed or not. A conference Gantt chart helps you plan it all with fields customized to your event. However, some commonly shared elements that most conferences will require could include:

    1. Venue

      The conference venue is a big deal. You’ll need to plan which venue you want, ensure you make your deposit on time, and arrange for other venue-related things. For instance, some venues will provide A/V equipment or catering for an additional fee.

    2. Marketing

      You’ll need to get the word out about your conference, but you don’t want to jump the gun. Using a conference schedule template helps you plan your marketing initiative and activities, from collaborative opportunities to sourcing quotes, creating designs and other collateral for printed and digital marketing materials, and more.

    3. Guest Speakers

      All conferences have guest speakers. Yours might only have a keynote speaker, or you might have multiple tracks, each with its list of guest speakers throughout the conference. A conference itinerary template helps you plan speakers and track progress toward securing them, such as invitation sent, acknowledgment of reception, and agreeing to speak.

    4. Timeline

      Planning a conference requires creating an accurate timeline. With a conference Gantt chart template like Tom’s Planner, you can easily create an overarching timeline that takes you from the initial ideation stage all the way through a successful conclusion. Within that timeline, you can color-code tasks, set priority levels, assign responsibility to individual people, and more, all of which ensure that nothing is overlooked.

    Four tips on how to make sure you reach your deadlines

    1. Start Planning Early:

    Making your conference a success requires starting the planning process early – sometimes months or even years ahead of time. Research potential venues and know your timeline for securing the space, then work on your list of speakers and events.

    2. Lock in Speakers Quickly:

    Your guest speakers/hosts are major draws for attendees. Know who you want to speak at your event and then get invitations out to them as soon as possible. Have alternates in mind in case your first choices have already committed to other events.

    3. Keep Your Budget Flexible:

    While in-depth planning is the key to a successful conference, no amount of preparation can eliminate possible surprises. Keep your budget flexible so that you can roll with the punches.

    4. Embed Technology Early On:

    No matter the scale of your event, technology is going to be important. Make sure you account for things like monitors, charging, Wi-Fi, cybersecurity, and more during your planning process.

    Gantt charts in Tom's Planner vs in Excel

    Excel Tom's Planner
    Cost License required Free version available
    Learning curve Hours Minutes
    Create your first Gantt chart Hours Minutes
    Making an update in your chart Several minutes Seconds (drag & drop)
    Sharing charts with others At some point you will save and email a file titled: version_4_def_usethisversion_reallyfinal.xlsx Online, one source of truth, always up to date, with no confusion
    Look & Feel Messy Clean, polished and professional
    Dependencies
    Filtering
    Zoom in/out
    Automatic Legend
    AI-assist Let our AI assist do the work for you
    Export to image or pdf Requires workarounds to export One mouse click

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