We don't have a formal conference or anything about levels.
When girls try out for L3, the parent is given a copy of the "gymnastics grade card" which tells what L3 skills they have mastered, are working on, and are doing drills for. If they are close to ready to compete by the end August, they can start competing at the beginning of the season (late Oct/ early Nov). If not, they wait until January.
After Championships, we go to a "no level" system and work "clubs" instead. Of course, the clubs are training higher skills than they have - the next level skills in most cases or fun skills that they can use in optionals (aerials, aerial front walkover, front tuck half, etc).
In August, HC looks at skills and scores from the previous season and heart to determine placement options. If they WANT to repeat, they can. If they want to move up, they are told what they still need if they are going to move up (they were also told in April...so August is an update). Initial placement decisions are made in September, Repeaters have the option of moving up mid-season if they are ready.