Event Template

Annual Tech Leadership Summit

A two-day summit bringing technology leaders together for keynote presentations, hands-on workshops, and strategic networking. Designed for C-level and senior tech managers, this conference blends practical workshops, product demos, and curated networking to drive innovation and leadership.

Duration

2 Days

Destination

Hotel Convention Center

Group Size

150 People

Template Statistics

Days

2

Event Duration

Places

10

Locations

Tasks

50

Activities

Type

Premium

Template

General Tasks

Tasks to complete before or during the event

  • Develop overall event budget and track expenses
  • Secure venue contract and confirm room capacities
  • Book keynote speakers, panelists, and workshop leaders
  • Design event website and registration flow
  • Create sponsorship packages and outreach plan
  • Coordinate marketing, social media, and email campaigns
  • Arrange travel and hotel room blocks for out-of-town guests
  • Hire AV, staging, and onsite production crew
  • Prepare emergency and health safety protocols
  • Plan post-event reporting, surveys, and follow-up communications

Event Itinerary

Day-by-day schedule and activities

1

Day 1

5 locations planned

Day Tasks

  • Confirm final attendee list and dietary restrictions
  • Distribute final run-of-show to staff and vendors
  • Perform final AV sweep of all rooms before first session
  • Coordinate on-site signage placement and wayfinding
  • Confirm transportation logistics for speakers

Locations

Venue Setup & AV Rehearsal

Grand Ballroom A, City Hotel, 123 Main St, Metro City

$3,200
  • Coordinate vendor load-in and floor plan
  • Test main stage AV, microphones and projector
  • Place directional signage and sponsor banners
Setup
Registration & Welcome Desk

Lobby Foyer, City Hotel, 123 Main St, Metro City

$1,250
  • Set up badge printing and check-in stations
  • Train volunteers on registration script
  • Prepare attendee welcome packets and agendas
Networking
Opening Keynote Presentation

Grand Ballroom A, City Hotel, 123 Main St, Metro City

$5,000
  • Confirm keynote speaker arrival and mic check
  • Run through slide deck and stage cues
  • Coordinate live streaming and recording
Presentation
Concurrent Breakout Workshops

Breakout Rooms 1-4, City Hotel, 123 Main St, Metro City

$2,400
  • Distribute workshop materials and handouts
  • Prepare facilitators with session agendas
  • Set up whiteboards, flip charts and breakout AV
Workshop
Evening Networking Reception

Rooftop Terrace, City Hotel, 123 Main St, Metro City

$4,500
  • Coordinate catering for hors d'oeuvres and drinks
  • Arrange sponsor tables and demo stations
  • Set up ambient music and lighting
Social
2

Day 2

5 locations planned

Day Tasks

  • Finalize post-event speaker thank-you notes and payments
  • Run closing announcements and next-steps for attendees
  • Coordinate breakdown schedule with venue and vendors
  • Ensure demo equipment is returned or shipped
  • Compile attendance data and session analytics

Locations

Breakfast & Morning Networking

Dining Hall B, City Hotel, 123 Main St, Metro City

$2,000
  • Confirm breakfast menu and service times with caterer
  • Set up high-top tables and seating areas for networking
  • Provide sponsor-branded materials at tables
Dining
Panel Discussions & Case Studies

Grand Ballroom A, City Hotel, 123 Main St, Metro City

$3,500
  • Brief panelists on moderation plan and timings
  • Prepare Q&A collection method (mic runners or apps)
  • Coordinate slide transitions and speaker introductions
Presentation
Product Demos & Expo Floor

Exhibit Hall, City Hotel, 123 Main St, Metro City

$2,800
  • Assign booth locations and confirm exhibitor arrival times
  • Provide exhibitor kit with Wi-Fi credentials and power
  • Schedule demo times and announce on event app
Networking
Awards Luncheon

Dining Hall A, City Hotel, 123 Main St, Metro City

$6,000
  • Prepare award scripts and presenter cue cards
  • Arrange trophies and certificates for winners
  • Manage audiovisual playback for winner montages
Awards
Closing Happy Hour & Entertainment

Lobby Lounge, City Hotel, 123 Main St, Metro City

$3,300
  • Book musician/DJ and confirm set times
  • Set up bar service and mocktail options
  • Collect post-event feedback from attendees
Entertainment

Frequently Asked Questions

Common questions about using this template

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