Biology conference checklist

A biology conference depends on more than a strong program. You need time to confirm speakers, collect dietary requirements and presentations, process registrations, and prepare the room for technical testing. Start with the date, venue, rooms, and program, then move through invitations and registration before ordering final catering. On the day, allow enough time to collect keys, arrange tables and chairs, set up the registration desk, and test every presentation with the backup laptop available.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and program
2 people
Reserve the venue and rooms
2 people
Approach speakers
2 people
Create registration form
Send invitations
2 people
Publish the program online
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Collect presentations
Prepare name badges
2 people
Print participant list
Order catering final
Purchase supplies
3 people
Put presentations on USB
Pick up room keys
Check catering
2 people
Set out the room layout
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the presentation table
2 people
Set up projector and screen
2 people
Connect the microphones and speakers
2 people
Technically test presentations
2 people
Check lighting and power
2 people
Put up posters and signage
2 people
Set out coffee and tea
2 people
Prepare the lunch buffet
3 people
Brief reception team
2 people

Event

Welcome speakers
2 people
Register participants
3 people
Serve welcome coffee
2 people
Guide the opening presentation
2 people
Provide technical support for speakers
2 people
Monitor time per presentation
Moderate the Q&A
Refill drinks
2 people
Set up coffee break
2 people
Serve coffee break
3 people
Collect used dishes
2 people
Support the poster session
2 people
Set up the dinner buffet
3 people
Present dinner buffet
3 people
Designate Diet Meals
Restock plates and cutlery
2 people
Moderate closing presentation
2 people
Guide the closing remarks and departure
2 people
Store leftovers safely
2 people

Aftercare

Collect registration materials
2 people
Switch off equipment
2 people
Remove posters and decorations
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Sort and remove waste
2 people
Clean the rooms
3 people
Return borrowed equipment
2 people
Store leftover materials
2 people
Thank speakers
Send participant information
Share presentations with participants

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 14
Chairsqty 120
Registration desk
Speaker chairsqty 6
Blanketsqty 8

Equipment

Projector
Projection screen
Laptop
Backup laptop
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Presentation clickerqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3
Coolersqty 4
Water dispensersqty 3

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 140
Cutlery setsqty 140
Serving traysqty 12
Small bowlsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Ice spoonsqty 3
Serving spoonsqty 10
Cutting boardsqty 3
Knivesqty 6
Coolersqty 2

Decorations

Name badgesqty 130
Badge holdersqty 130
Table numbersqty 14
Poster panelsqty 12
Directional signsqty 10
Program leafletsqty 130
Pensqty 130
Notepadsqty 130
Name badges for speakersqty 10
Tapeqty 6
Kneadable eraserqty 4
Markersqty 12

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 8
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date, venue, rooms, and program before approaching speakers. Once the schedule is stable, speakers can confirm their sessions and you can publish accurate registration information.
Collect dietary requirements during registration rather than a few days before the conference. Use the final registration count to confirm catering and prepare the correct number of plates, glasses, cups, and cutlery.
Ask speakers for their presentation files before the event and copy them to USB sticks. Keep the files on both the main laptop and the backup laptop so a technical failure does not stop the program.
Plan room setup as a separate stage, not as part of registration. Arrange tables, chairs, speaker chairs, the presentation table, projection screen, microphones, speakers, and power strips before participants arrive.
Schedule a full technical test after the room is assembled. Check the projector, HDMI cables and adapters, microphones, presentation clicker, speakers, and every presentation in the running order.

Frequently asked questions

How far in advance should I plan a biology conference?: Set the date and reserve the venue and rooms several months before the conference, especially if you need multiple rooms. Approach speakers as soon as the date and program outline are stable, then open registration once the main details are confirmed.
When should I send invitations for a biology conference?: Send invitations after the venue, date, and initial program are confirmed. Allow at least 4 to 6 weeks for registrations, dietary requirements, and speaker information to come in before you finalize catering.
When should I collect biology conference presentations?: Set a submission deadline about 1 week before the conference. Copy the files to USB sticks and both laptops before the event, then ask speakers to bring a final backup if they make changes after the deadline.
How early should I set up and test the conference room?: Start room setup at least 2 to 3 hours before the first session. Finish the projector, screen, microphones, speakers, cables, presentation table, registration desk, and full presentation test before participants begin arriving.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.