Care conference checklist and planning guide

A care conference needs more than a confirmed date and a good program. You must coordinate speakers, registrations, dietary and accessibility requirements, room layout, presentation equipment, printed materials, catering, and volunteers in the right order. Start with the program and venue, then move to participant information and operational details. This checklist helps you see what needs to be arranged before the doors open, including items that are often left until the final day.

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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
Approach speakers
2 people
Make reservations
2 people
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Send registration confirmations
Collect dietary requirements
Check accessibility
Collect speaker information
Collect presentations
Finalize the program
2 people
Check participant list
Design name badges
Print name badges
2 people
Print handouts
2 people
Order catering
2 people
Check equipment
2 people
Assign volunteers
Send directions
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Conduct a safety check
2 people
Set out the room layout
3 people
Set up tables
3 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Signpost the reception desk
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test presentations
2 people
Test microphones
2 people
Set up coffee station
2 people
Set up buffet area
3 people
Present snacks
2 people
Lay out program brochures
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
3 people
Announce the opening
Guide speakers
2 people
Monitor the schedule
Present presentations
Manage microphones
Moderate audience Q&A
Serve break drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Collect tableware
2 people
Serve coffee and tea
2 people
Announce the closing
Guide departures
2 people
Collect lost and found items

Aftercare

Store leftovers safely
2 people
Switch off equipment
2 people
Remove decorations
2 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Inventory materials
2 people
Return materials
2 people
Thank speakers
Send participant message

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 12
Registration tablesqty 2
Buffet tablesqty 4
Speaker table
Stage sectionsqty 4
Lectern
Stoolsqty 4
Coat racksqty 3

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Power banksqty 2
Wi-Fi hotspot
Presentation stand

Tableware

Coffee cupsqty 100
Glassesqty 120
Water glassesqty 100
Dinner platesqty 100
Deep platesqty 90
Dessert platesqty 90
Cutlery setsqty 100
Serving spoonsqty 12
Coffee spoonsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Small bowlsqty 16
Pliersqty 8
Buffet warmersqty 4
Insulated jugsqty 4

Decorations

Tableclothsqty 16
Stage backdrop
Flower arrangementsqty 8
Welcome sign
Program postersqty 6
Directional signsqty 10
Badge holdersqty 90
Table numbersqty 12
Pensqty 100
Notepadsqty 90

Lighting

Standing lampsqty 4
LED spotlightsqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 10
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the date, venue reservations, and draft program before approaching speakers. Once speakers confirm, collect their information and presentation files early enough to test every laptop, projector, HDMI cable, adapter, clicker, and microphone.
Close registration with enough time to check the participant list, send confirmations and directions, and prepare name badges. Collect dietary requirements and accessibility needs during registration rather than trying to identify them at the venue.
Plan the room layout around the program: allow space for chairs, foldable tables, registration and buffet tables, a speaker table, lectern, stage sections, stools, and coat racks. Confirm the layout with the venue before delivery or setup day.
Order catering from the final registration numbers, including suitable options for recorded dietary requirements. Count coffee cups, glasses, water glasses, plates, drinks, snacks, and serving space separately; catering is often confirmed before the tableware and buffet layout are checked.
Assign volunteers to registration, speaker support, room checks, directions, materials, and closing tasks. Open the venue early enough to test sound, projection, Wi-Fi, power strips, extension cords, power banks, and the wireless microphones before participants arrive.

Frequently asked questions

How far in advance should I organise a care conference?: Start planning at least 8 to 12 weeks before the conference. Set the date, reserve the venue, approach speakers, and establish the program first; registrations, catering, printing, and equipment checks follow after those decisions.
When should I send care conference invitations?: Send invitations about 6 weeks before the event, once the date, venue, core program, and registration process are ready. Close or review registrations 7 to 10 days before the conference so you can finalise catering, name badges, handouts, and accessibility arrangements.
How many technical checks are needed before a care conference?: Do one equipment check several days before the event and a second full test when the venue opens. Test the projector and screen, laptop, HDMI connections and adapters, clicker, speakers, mixer, microphones, Wi-Fi hotspot, and all power connections with the actual presentation files.
What should I prepare on the morning of a care conference?: Open the venue at least 2 hours before participants arrive. Set out registration materials and name badges, check the room and signage, chill drinks, prepare snacks, place handouts, test presentations and microphones, and brief volunteers before registration begins.

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