Healthcare Conference Planning Checklist

Whether you’re planning your first healthcare conference or looking to level up your process, success starts with a strong foundation and a thoughtful timeline.

From setting your vision to managing vendors, marketing, and post-event follow-up, this guide walks you through each stage to help you create a memorable, well-organized event that delivers value for attendees, sponsors, and speakers alike.

Interested in offering CE Credits for your Educational Activities?

Pinnacle offers Joint Provider services to non-accredited hospitals, private practices, medical societies and education partners in order to offer CE credits.

Learn more about accrediting your content

1. Start Planning (6–12 Months Out)

This is your strategy phase — where you shape the “why,” “who,” and “how” of your event. Take your time here. The more intentional you are upfront, the smoother everything will go later.

-Define Your Goals

What do you want this conference to accomplish? Are you looking to generate revenue, build community, promote an initiative, or offer continuing education (CE/CME)?

The answer can be any/all of the above, but it is important to identify your endpoint.

Your goals will shape every decision going forward, from format to budget to marketing tone.

-Identify Your Theme and Audience

Clarify the core topic or focus, and tailor your messaging accordingly.

Are you aiming to attract residents, practicing physicians, advanced practice providers, or administrators?

What about another niche healthcare group?

Knowing your theme and audience helps you stay relevant and focused and guides your programming.

-Choose a Format: In-Person, Virtual, or Hybrid

There are several formatting options you can choose from, each with their own pros and cons.

In-person events help build deeper interpersonal connections but require more logistics and have more expenses involved. Virtual or hybrid options may increase access and cut costs but also have the potential to reach a broader audience.

Decide based on your audience, goals, and budget. 

#Pro tip: don’t forget to plan for tech needs either way.

-Create a Budget and Explore Funding Options

Estimate your major expenses: venue, catering (if offering food/beverage), speaker fees, marketing, tech, staffing, and CE accreditation.

Then map out income opportunities: ticket/registration sales, sponsors, exhibitors, or other organizational support. Not sure who would sponsor? There are so many options!

Think: pharma, medical tech, health systems, or local healthcare groups aligned with or interested in reaching your audience.

-Do Your Market Research

Before you go all-in, test the waters. Who can you talk to?

Ask your network, survey email lists, or attend similar events to see what’s missing in your niche.

When you confirm there’s interest, you uncover early opportunities for partnerships or co-promotion and you may get ideas for content that your audience is interested in.

Our experience: At Pinnacle Conference, we built an audience around women in medicine. These were the people already following us on social media; the people we understood and could inspire.

-Set Up the Tech Backbone

Start simple: a spreadsheet to track contacts, costs, and tasks. Then explore registration and marketing tools.

Do you need a ticketing platform? Email marketing? Event website? Definitely set these up early so you’re not scrambling later.

2. Getting Ready (3–6 Months Out)

Now it’s time to make things real. This phase is about execution: booking your people and services, and making sure your event is as good as it sounds.

-Line Up Your Ideal Speakers

The best speakers aren’t just experts.  They’re engaging and dependable. Ask colleagues, past collaborators, or presenters you've seen in action.

Bonus: speakers with their own audiences can help promote your event.

-Secure a Venue (or Virtual Platform)

For in-person events, book your venue early and consider flow. Where are the breakout rooms, registration areas, exhibitor space, and restrooms? For virtual or hybrid events, evaluate streaming platforms, support staff, and recording options.

It is also important to consider geographic location. Try to find a place that is accessible for your target audience.

Consider where other similar conferences are going to be as well – do you want to do something similar or something different?

If you plan to have off-site programs/events, consider proximity to restaurants and hotels as well. 

Our Experience: We hold our annual conference at the Four Seasons Hotel in Austin, TX. This beautiful venue allows us to run events like book readings, morning wellness sessions, and night-time galas, as well as have attendees stay nearby in a venue perfect for mid-career women working in medicine.

-Book Vendors and Suppliers

Think food, A/V equipment, signage, registration materials, photography, and livestreaming/recording. Build a list of what you’ll need and gather quotes.

Don’t forget: vendors book out early, especially in popular conference seasons and areas.

-Get Your CE/CME Accredited

If you're offering continuing education credits, you'll need to submit applications early. If your organization isn’t accredited, you can still offer CE by partnering with an accredited provider.

#ProTip: Pinnacle can help with CE accreditation through a simple joint providership process. When we handle the paperwork, you can focus on the event itself.

-Organize Your Staffing

Even a small event needs help behind the scenes. Identify who you’ll need: greeters, session moderators, registration desk support, tech troubleshooters, etc. Consider recruiting colleagues, students, or volunteers from your network.

-Launch Your Marketing Plan

Build buzz across channels: social media, email newsletters, partnerships, speaker promotion, and word of mouth.

Create a basic website or landing page with clear value props and registration details. If you are part of an organization that has student or resident members, consider asking them to help promote your event to their classmates as well.

Highlight CE credit if offered!

3. Final Prep (1–2 Weeks Before)

You’re almost there. This is the time to double-check the details and get everyone on the same page.

-Finalize the Run-of-Show

Create a detailed schedule of the day. Include speaker times, breaks, lunch/snacks, and setup/cleanup. If talks are in different rooms, make sure to account for travel time. Share it with all staff and speakers.

-Prep Your Staff and Volunteers

Hold a run-through meeting. Make sure everyone knows their role, schedule, and who to contact for help.

Consider creating a shared document or printed packet for reference.

-Confirm Tech and Supplies

Are microphones charged?

Presenter screens and projectors working?

Signage printed?

Food confirmed?

Wi-Fi functional?

Have backups, including extra pens, power strips, name tags, and tech adapters. It is also nice to offer a speaker room where speakers can check over their presentations. 

Our Experience: We've realized over the years that having enough help on hand to assist with tech and operations is essential. This helps us concentrate on delivering an amazing conference experience, not running around trying to find batteries or mics.

4. Conference Day

This is it! The work is mostly done — now it’s about execution and flexibility.

-Arrive Early and Check Everything

Do a walkthrough. Set up registration. Test tech. Brief your team. Confirm signage, room layout, and presenter materials. You are ready. 

-Stick to the Schedule (Mostly)

Be punctual but flexible. Have a point person for tech issues and timekeeping. Start and end sessions on time when possible, and keep attendees informed of any changes.

But, remember that life happens – if things get off track, you planned well so it will be ok. 

-Keep Speakers and Attendees Happy

Check in with speakers. Offer water, a quiet room, and tech help. For attendees, make signage clear, restrooms easy to find, and CE sign-in seamless, and make sure to have ample, accessible, and comfortable seating.

-Capture the Moment

Have someone take photos and videos. It doesn’t have to be a professional, but aim for good quality. Record sessions if you promised access.

Gather testimonials or quotes you can use for next year’s promotion.

Our Experience: We love getting photo opportunities and video taken during the conference. Not only does it help us share how amazing our conference is over social media, but it also means we can share the whole conference virtually over the following year. You can get so much content out of your conference if you plan well!

5. After the Conference

Don’t skip this part!  The follow-up is where you turn a one-day event into a lasting impact.

-CE Processing and Evaluations

If you offer CE, make sure evaluations are distributed and certificates delivered promptly. This could mean uploading the activity to ACCME’s JA-PARS & CPE Monitor systems, or if you’ve partnered with Pinnacle, it could be as simple as sending out an email to your participants with the survey link.

#ProTip: Pinnacle can assist with processing and reporting, making the process smoother.

-Thank Speakers, Sponsors, and Attendees

A short, heartfelt email goes a long way. Consider tagging speakers or sponsors in post-event social posts to boost visibility for all. Participants can also drive traffic when they tag you. 

-Promote the Replay

If you recorded sessions, now’s the time to share them, especially with those who couldn’t attend. Consider gated replays as lead generators or bonus materials for your email list.

-Debrief and Document

What went well? What would you change? Hold a debrief session and record insights while it’s fresh. Future-you will thank you.

-Plan for Next Year

Pull together attendance stats, survey responses, and testimonials. These can help you market the next event and get sponsors on board early. 

Want Help with CE Accreditation?

Let Pinnacle take the paperwork off your plate. We partner with organizations to help get healthcare events CE/CME approved quickly and simply  so you can focus on delivering a great experience. Learn more here.

Interested in offering CE Credits for your Educational Activities?

Pinnacle offers Joint Provider services to non-accredited hospitals, private practices, medical societies and education partners in order to offer CE credits.

Learn more about accrediting your content