# Conference Management Guide Running a national conference is one of the most complex operational tasks in AIESEC in Denmark. It requires coordination across logistics, content, facilitation, finance, and communication — often with tight timelines and volunteer teams. This page consolidates the four key guides that every conference organizer needs and points you to the detailed resources on the MC Google Drive. {% hint style="info" %} All conference management resources are stored in the MC Google Drive under `09a — Conference Management/`. The guides referenced below live there as Google Docs and Slides, maintained by the MC team. {% endhint %} ## The Four Guides ### 1. Conference Guide **Purpose:** The master reference for anyone involved in planning or executing a national conference. Covers the end-to-end conference lifecycle from initial concept to post-conference wrap-up. **What it covers:** * Conference types and their purposes (FORTIUS, NPM, CITIUS, EB Summit, ALTIUS, AIESEC Day) * Planning timeline — when to start, key milestones, and deadlines * Roles and responsibilities (Conference Manager, Organizing Committee, MC, LCPs) * Budget framework — how to estimate costs, secure funding, and manage expenses * Venue selection criteria and booking process * Delegate registration and communication * Post-conference evaluation and reporting **Who should read it:** Anyone involved in conference planning — Conference Managers, MC members, and Organizing Committee (OC) members. {% embed url="" %} {% hint style="warning" %} The Conference Guide is updated at the start of each MC term. Ensure you are using the version dated for the current term. Check `09a — Conference Management/` on the MC Google Drive for the latest. {% endhint %} ### 2. Manager Guide **Purpose:** A focused guide for the Conference Manager — the person who leads the overall planning and execution of a specific conference. **What it covers:** * The Conference Manager role: scope, authority, and accountability * How to build and lead an Organizing Committee (OC) * Stakeholder management — working with the MC, LCPs, and external partners * Decision-making framework — what you can decide alone vs. what needs MC approval * Risk management — common risks (low registration, venue cancellation, budget overrun) and mitigation strategies * Personal time management and delegation — how to run a conference without burning out * Handover process — what to document and pass on to the next Conference Manager **Who should read it:** Appointed Conference Managers and anyone considering applying for the role. {% embed url="" %} ### 3. Agenda Guide **Purpose:** A practical guide for designing the conference agenda — session types, timing, flow, and facilitation. **What it covers:** * Session types and when to use them: * **Plenary sessions** — Full-group presentations or governance moments * **Breakout sessions** — Functional or topic-specific small groups * **Workshops** — Interactive, skill-building sessions (90–120 minutes) * **Lightning talks** — Short, high-energy presentations (5–10 minutes) * **Peer learning circles** — Structured peer discussion on shared challenges * **Social / team-building** — Intentional community time (not an afterthought) * Time-blocking principles — how to balance content density with energy management * Energizer toolkit — quick activities to re-engage participants after long sessions or meals * Facilitation tips for session leads * Agenda template (editable Google Sheets format) **Who should read it:** Conference Managers, MC members designing content, and anyone facilitating a session. {% embed url="" %} {% hint style="info" %} A good conference agenda alternates between high-energy and low-energy sessions. Never schedule three plenary sessions in a row — participants will disengage. Build in breaks, movement, and variety. {% endhint %} ### 4. OC Guide **Purpose:** A guide for Organizing Committee (OC) members — the team of volunteers who handle the operational execution of the conference. **What it covers:** * OC structure and roles: * **Logistics Lead** — Venue, accommodation, transport, materials * **Content Lead** — Session design, speaker coordination, materials preparation * **Communications Lead** — Pre-conference comms, social media during the event, post-conference follow-up * **Finance Lead** — Budget tracking, expense management, delegate payments * **Social Lead** — Team-building activities, evening programme, energizers * Recruitment timeline — when to recruit OC members and how to select them * OC meeting cadence — weekly in the planning phase, daily during the conference * Day-of operations — run sheet, room setup, tech check, contingency plans * Post-conference duties — feedback collection, financial reconciliation, thank-you messages, materials archival **Who should read it:** All OC members and the Conference Manager. {% embed url="" %} ## Conference Planning Timeline (Generic) | Weeks Before | Milestone | | ------------- | ------------------------------------------------------------------------------------------------------------ | | 12 weeks | Conference Manager appointed. Initial concept and scope defined with MC. | | 10 weeks | OC recruited and roles assigned. Venue shortlist created. | | 8 weeks | Venue confirmed. Budget approved by MC. Registration form designed. | | 6 weeks | Agenda first draft complete. Registration opens. Communication campaign starts. | | 4 weeks | Agenda finalized. Session leads confirmed and briefed. Logistics locked. | | 2 weeks | Registration closes. Final delegate list confirmed. Materials printed/prepared. | | 1 week | Final OC briefing. Run sheet distributed. Tech and venue walkthrough. | | Conference | Execute. Delegate check-in. Sessions. Social programme. Real-time adjustments. | | 1 week after | Feedback survey sent. Financial reconciliation started. | | 2 weeks after | Feedback results compiled. Financial report submitted. Materials archived on Drive. | | 3 weeks after | Conference debrief with MC. Lessons learned documented. Handover to next Conference Manager (if applicable). | ## Quick-Access Resource Table | Resource | Format | Location | | -------------------------- | ------------- | ---------------------------------------------- | | Conference Guide | Google Doc | `09a — Conference Management/Conference Guide` | | Manager Guide | Google Doc | `09a — Conference Management/Manager Guide` | | Agenda Guide | Google Doc | `09a — Conference Management/Agenda Guide` | | OC Guide | Google Doc | `09a — Conference Management/OC Guide` | | Agenda Template | Google Sheets | `09a — Conference Management/Templates/` | | Budget Template | Google Sheets | `09a — Conference Management/Templates/` | | Registration Form Template | Google Forms | `09a — Conference Management/Templates/` | | Run Sheet Template | Google Sheets | `09a — Conference Management/Templates/` | | Feedback Survey Template | Google Forms | `09a — Conference Management/Templates/` | {% hint style="warning" %} If you cannot access any of these resources, contact the MC Vice President or MC President for Drive permissions. Conference planning should never stall because of access issues. {% endhint %} *Last updated: April 2026 · Maintained by: MC Vice President* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://hubby.aiesec.dk/conferences-and-outputs/conference-management.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.