Book trade conference checklist

A book trade conference depends on many small handoffs: speakers need to submit bios and presentations, registrations must be checked, and the room has to work before the first session starts. Use this checklist to structure the work from programme and venue planning through catering, badges, signage and technical setup. The final week is where missing dietary details, presentation files, adapters and printed run sheets usually cause delays, so leave time for a full confirmation pass.

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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
Approach speakers
2 people
Collect speaker details
Receive presentations and bios
Send invitations
2 people
Publish registration form
Process registrations
2 people
Process registrations
2 people
Process registrations
2 people
Collect dietary requirements
Create final participant list
2 people
Design name badges
Print name badges
2 people
Print program leaflets
2 people
Print signage
Book catering
Prepare the coffee break
2 people
Confirm dinner order
Reserve equipment
Collect presentations
Check presentations
2 people
Print the run sheet
Send speaker briefing
Do the shopping
2 people
Bring materials to the venue
3 people
Set up the registration table
2 people
Set out the room layout
3 people
Set up chairs
3 people
Set up tables
3 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Test the equipment
2 people
Load presentations onto laptop
Set up coffee station
2 people
Set up the dinner buffet
3 people
Chill drinks
2 people
Lay out name badges
2 people
Put out program brochures
2 people
Hang up signage
2 people

Event

Welcome speakers
2 people
Open registration
3 people
Welcome participants
3 people
Lead the opening session
2 people
Provide technical support for presentations
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Collect tableware
2 people
Moderate the panel discussion
2 people
Keep the break room tidy
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Lead the evening session
2 people
Restock the book table
Hand out the question microphone
Announce the closing
See participants off
3 people
Collect lost and found items

Aftercare

Switch off the equipment
2 people
Pack equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
3 people
Check toilets
Remove signage
2 people
Return materials
3 people
Return rental items
2 people
Store leftover stock
2 people
Send a thank-you gift to participants
Send speaker thank-you note
Share presentations digitally
Process expense claims and invoices

What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 12
Registration tablesqty 2
Buffet tablesqty 6
Stage sectionsqty 4
Speaker table
Coat racksqty 3
Stoolsqty 8

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4
Wi-Fi hotspot

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Deep platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Serving tongsqty 12
Coffee potsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Chafing dishesqty 8
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Bowls for diet mealsqty 12

Decorations

Tableclothsqty 20
Name badge holdersqty 120
Book table displaysqty 6
Flip chartsqty 4
Flipchart markersqty 20
Directional signsqty 12
Name badgesqty 120
Program bookletsqty 120
Cocktail table coversqty 6

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Cleaning

Waste binsqty 10
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 6

Catering

Groceries

Tips

Lock the programme and room layout before ordering printed materials. The final agenda affects programme folders, signage, seating, stage sections and the number of microphones required.
Set a firm deadline for speaker information and presentations, ideally at least 7 days before the conference. This gives you time to check files, collect missing bios and test unusual formats or adapters.
Close registration details before printing name badges. Allow at least 2 working days for a final attendee list, including dietary requirements, spelling corrections and late cancellations.
Confirm catering quantities against the latest registration list, then check the serving setup as well as the menu. Coffee cups, water glasses, dinnerware, cutlery and serving platters are easy to overlook when the food order is handled separately.
Run the complete AV setup before doors open, not just a projector test. Connect the laptop, projector, screen, microphones, mixer, speakers, HDMI cables, adapters and power supplies, then keep a clicker and backup power available at the lectern.

Frequently asked questions

How far in advance should I organise a book trade conference?: Start venue, programme and speaker planning at least 12 weeks before the conference. Registration, catering, printed materials and technical checks should be completed in the final 2 weeks, with a full run-through during the last 1–2 days.
When should speakers send their presentations and bios?: Set the submission deadline 7 days before the event at the latest. Check every presentation within 2 working days of receiving it, and send the final speaker briefing once the programme and running order are stable.
When should I print name badges and conference programmes?: Print them 2–3 working days before the conference, after registration has closed or the attendee list has reached its final review. Keep a small supply of blank badges for late registrations and spelling changes.
How much catering should I order for a book trade conference?: Base the order on the definitive attendee list, then add a small buffer of about 5–10% for walk-ins, staff and speakers. Confirm dietary requirements at least 5 working days before the event so the caterer can label and separate special meals.

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