What elements or objects make you think of conferences, events, or meetings?

Laser pointers, Powerpoint presentations, and charts. Lots and lots of charts.

Formerly, briefcases and now laptops.

I think you want an image that would immediately make some think “conference” and not just “business” in general, so maybe something like a podium. I like the idea of the badge too.

coffee and doughnuts (or bagels)

I think about the table surrounded by the tall black chairs… like this

Perhaps this might help:

EVENT CHECKLIST
Prepared by Linda Browne
LINDA BROWNE EVENTS
http://www.lbevents.com

Three to Six Months Ahead
• Determine the event’s purpose, objectives and the budgetary dollars available.
• Determine the number of guests.
• Hire an event designer/producer.
• Event producer will create an event overview outlining the theme and content and allocate budget to meet the objectives.
• Choose a site. When choosing a venue consider some of the following: parking facilities, transportation, elevator services, will the location of the party be clear upon guest arrival, will you require greeters, coat check, is there briefing space, are the washrooms acceptable, will the traffic flow be easy once tables, bars and food have been placed, will there be a stage, is there sufficient room for A/V etc.
• Once a site has been chosen, determine if you will require any permits.
• Determine the décor elements required to support the content and theme.
• Source all necessary suppliers, and confirm arrangements and costs in writing. Suppliers could include: décor, audiovisual, catering, florists, talent, transportation, rental company, security, valet service etc.
• Hold a creative communications session with all suppliers.
Two to Three Months Ahead
• Make out the guest list.
• Design and create invitations, whether printed or electronic.
• Order awards, gifts and mementos that will be given to guests.
• Develop and distribute any promotional material.
• Create press kits and medial list if publicizing the event.
• Hire a photographer and/or videographer to record the event.
One Month Ahead
• Send out the invitations and have RSVP procedures established.
• Finalize the menu and required staffing.
• Finalize any décor details.
• Send out any news releases.
• Finalize any A/V requirements.
• Double-check on-site provisions.
Two Weeks Ahead
• Follow up on all outstanding RSVPs.
• Follow up with press.
One Week Ahead
• Determine final guest count and relay numbers to all suppliers.
• Organize guest nametags and registration lists.
• Contact media either through reminder release or telephone call.
• Determine suppliers payment schedule.
• Create minute-by-minute event production schedule.
• Hold meeting with all event suppliers to walk them through the schedule outlining detailed responsibilities and timing.
One Day Ahead
• Confirm details and on-site deliveries for event.
• Ensure any changes needed to be made have been done and everything is in place.
• Have press kits, favors or giveaways ready for distribution.
• Complete all venue set up and preparation (if large event).
• If required have a rehearsal with all speakers, presenters, talent and A/V.

The Big Day
• Installation of remaining elements: décor, signage, flowers, etc.
• Organize registration area including nametags, media lists and or table assignments.
• Monitor final venue set up.
• Have a final meeting with all on-site suppliers to insure that they are fully briefed and ready to go.

Follow-Up
• Settle outstanding invoices.
• Distribute follow-up media releases.
• Send thank-you notes.
• Create assessment document to determine whether the event achieved the objectives.
• Meet with your event designer/producer for a post-event evaluation.