Conference Planning

Conference Planning That Keeps Your Whole Team on Track

Running a conference booth takes dozens of moving parts across weeks or months. Conference Hero gives your team a single place to plan every detail, from setting goals and budgets to assigning tasks and scheduling meetings, so nothing falls through the cracks.

Task Management with Built-In Templates

Start fast with ready-made checklists built for conference teams, then customize them to fit your workflow.

• 6 templates: Full Conference Playbook, Pre-Show Prep, On-Site Lead Capture, Post-Show Follow-Up, First-Time Exhibitor, and Speaking Engagement

• Each template auto-calculates due dates based on your conference start and end dates

• Assign tasks to specific team members during setup with slot mapping

• Track progress across three phases: Pre-Show, On-Site, and Post-Show

Every task supports subtasks (nested checklists), comments from your team, and status tracking across a Kanban board. You can also view your tasks on a timeline or check team workload distribution to make sure nobody is overloaded.

Budget Planning and Approval Workflows

Conference budgets are easy to lose track of. Conference Hero gives you a structured approval process so every dollar is accounted for before it's spent.

How the Budget Workflow Works

A simple three-step process keeps spending transparent and controlled.

• Team members create expense items in Draft status with a description, category, and amount

• Submit items for approval, which notifies all workspace admins automatically

• Admins review, add notes, and approve or reject each item inline

• Automatic alerts trigger when approved spend hits 80% of the conference budget

Nine default categories keep expenses organized: Accommodation, Booth, Conference Fees, Equipment Rentals, Marketing & Materials, Meals & Per Diem, Sponsorship, Travel Expenses, and Misc. Budget cards on your conference overview update in real time as items are approved, showing total spend vs. allocated budget with color-coded warnings.

Set Goals and Track Progress in Real Time

Every conference in Conference Hero has a lead goal. As leads come in through badge scans, self-submit forms, or manual entry, your progress bar updates automatically. You always know exactly where you stand against your target.

Target Account Planning

Identify the companies you want to meet before the conference and track your progress reaching them.

• Add target accounts with company name, industry, priority level, and assigned owner

• Track outreach status per contact: Not Contacted, Emailed, Called, Responded, Meeting Set

• Automatic matching links captured leads to your target accounts with confidence scoring

• See which high-priority accounts you've reached and which still need attention

Team Coordination Built In

Add team members as conference attendees, assign them tasks and leads, and give everyone visibility into the plan. Admins can manage budgets and approvals while members focus on execution.

When you apply a task template, you map team members to roles (1st Attendee, 2nd Attendee, etc.) so the right person owns each task from the start. No manual shuffling after the fact.

Meeting Scheduling and Tracking

Book meetings directly from your conference dashboard. Conference Hero supports six meeting types: Booth, Coffee Chat, Dinner, Offsite, Virtual, and Other. Each meeting tracks the associated lead, assigned team member, status, and outcome.

Meeting Features

Keep your on-site schedule organized and measure how your meetings convert.

• Time conflict detection prevents double-booking team members

• Link meetings to leads for a complete activity timeline

• Track show rates, meeting outcomes, and conversion to deals

• Google Calendar and Outlook sync keep everything in one place

Lead Capture Pages You Can Set Up in Minutes

Every conference gets a unique capture link and QR code. Share the link with your team for quick lead entry at the booth, or let prospects submit their own info through a branded self-submit page.

Customize the self-submit page with your company logo, a welcome message, and contact details. Each team member also gets a personal capture link that auto-assigns leads to them, so you always know who captured what.

Conference Lifecycle Management

Conferences move through four stages: Upcoming, Live, Completed, and Archived. Status transitions happen automatically based on your start and end dates. Your conference overview page brings everything together with summary cards for readiness, lead progress, budget spend, tasks, meetings, and target accounts.