Conference and Task Planning

Conference Management Dashboard

Every event starts with a conference record in Conference Hero. Add the event name, dates, venue, and team members. Set a lead goal so everyone knows the target. As the event progresses from Upcoming to Live to Completed, the dashboard updates to reflect real-time status, lead counts, and budget spend.

You can manage multiple conferences at once. Your Q1 trade show, Q2 user conference, and Q3 partner summit all live in the same workspace with separate budgets, teams, and lead pools.

Kanban Task Boards

Conference Hero organizes tasks into three phases: Pre-Show, On-Site, and Post-Show. Each phase has its own Kanban board with Open, In Progress, and Done columns. Drag tasks across columns as work gets completed. Assign each task to a specific team member and set due dates so nothing slips through during the busy weeks before a show.

Pre-Show tasks might include booking the booth, ordering swag, and scheduling demo slots. On-Site tasks cover booth setup, lead scanning shifts, and meeting logistics. Post-Show tasks handle follow-up emails, lead review, and ROI reporting. The three-phase structure keeps your team focused on what matters right now.

Reusable Templates and Checklists

If your team attends multiple events per year, you don't want to rebuild your task list from scratch every time. Conference Hero includes pre-built task templates for common conference types, and you can create your own custom templates based on past events.

Templates auto-populate tasks with titles, descriptions, due date offsets, and default assignees. When you create a new conference, apply a template and your entire task board is ready in seconds. Customize individual tasks as needed for each event.

Team Assignments and Notifications

Assign conference attendees and task owners directly from the conference detail page. Each team member gets a clear view of their responsibilities. Task assignments trigger notifications so nobody misses a deadline, and completed tasks update the conference progress bar in real time.

For larger teams, you can split responsibilities by role. Marketing handles pre-show promotion, sales covers on-site lead capture, and ops manages logistics. Everyone sees their piece of the puzzle without getting overwhelmed by tasks that belong to someone else.