You should confirm the dates for your conference and begin working on the organization at least 12 months in advance of the actual event. It’s always a good idea to begin working as much in advance as possible, even if the event is more than 12 months away.
This way you will have plenty of time for the planning and administrative tasks. The earlier you start, the easier your job will be.
When deciding on the dates for your conference, remember that all hotels and conference venues have high seasons (peak demand), and low seasons (low demand). If you are considering dates during the high season, you may need additional lead time to get the conference venue you want, when you want it, and at the price you want it.
These are three fundamental elements involved in selecting a venue – location, date and price.