Planning and organizing for an event includes the following tasks:
Define event details
Finalize the date, times, location and participant costs of the event as early as possible, as this aids in all other facets of planning.
It is strongly recommended that any participant costs be "sliding scale" for the sake of inclusion, allowing unaffiliated participants and those from under-resourced organizations able to participate equally.
Establish Web Site
Before broadly announcing the event, have a web site or page with event details live and ready.
This site should ideally include a form for registering, as well as a way for those who can't attend to submit email addresses to be notified of future events.
Implement Registration Process
Confirm Venue Logistics
Verify International Travel Requirements