Chain conference checklist: what to arrange and when

A chain conference depends on many handovers: speakers need confirmed topics, registrations must match dietary requirements, and every presentation has to work before the first session. Use this checklist to organise the conference from programme and venue planning through invitations, catering and room setup. It also covers the details that are easy to leave until the last minute, such as name badges, signage, presentation files, microphones and spare cables.

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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
Confirm speakers and topics
Draft invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Prepare name badges
2 people
Update participant list
Print the program
Collect speaker presentations
Check presentations technically
2 people
Order catering final
Send visitor information
Do the shopping
2 people
Check materials
2 people
Prepare the rooms
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Hang up signage
2 people
Load presentations onto laptop
Test the projector and screen
2 people
Test microphones
2 people
Check the lighting
Set out coffee and tea
2 people
Chill drinks
2 people
Set up lunch buffet
3 people
Prepare the evening buffet
3 people
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register participants
3 people
Serve welcome drinks
2 people
Guide the opening
2 people
Support presentations
2 people
Keep track of time and questions
Serve coffee break
3 people
Refill drinks
2 people
Collect used cups
2 people
Lead workshop sessions
4 people
Distribute workshop materials
2 people
Check the workshop rooms
2 people
Open the dinner buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Refill the buffet and drinks
3 people
Collect plates and cutlery
3 people
Support the evening program
2 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Refill drinks
2 people
See off guests and manage departure
2 people
Collect lost property

Aftercare

Secure presentation materials
2 people
Collect waste
3 people
Wash dishes
3 people
Clean buffets
2 people
Clear tables and chairs
4 people
Clean the rooms
3 people
Remove signage
2 people
Switch off equipment
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftovers
2 people
Thank speakers
Follow up with participants

What to bring

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

Furniture

Chairsqty 100
Tablesqty 14
Registration desk
Coat racksqty 3

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clickerqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4

Kitchen

Thermos flasksqty 8
Coffee machinesqty 3
Water jugsqty 10
Coolersqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6

Decorations

Name badgesqty 100
Tableclothsqty 14
Menusqty 14
Route signsqty 8
Pensqty 100
Notepadsqty 100

Lighting

LED lightsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Waste binsqty 8
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the programme, rooms and speakers before sending invitations. Give speakers a clear deadline for their topic, presentation and technical requirements so the printed programme does not become outdated.
Close registration information at least 7 days before the conference. Use the final attendee list to prepare name badges, check dietary requirements and give the caterer an accurate final order.
Collect presentation files no later than 48 hours before the event and test every file on the conference laptop. Keep copies on a USB stick and check the HDMI cables, projector, screen and clicker.
Plan the room setup around the programme, not just the number of guests. Set out tables and chairs, prepare the registration table, place signage and check that microphones and microphone stands work in the actual rooms.
Schedule the final venue check for the day before opening. Count chairs, badges, printed programmes, water glasses and tableware, then place extension cords, power strips and water jugs where they will be needed.

Frequently asked questions

How far in advance should I organise a chain conference?: Start at least 8 to 12 weeks before the conference. Confirm the date, programme, rooms and speakers first, then send invitations once the key details are stable.
When should I confirm speakers and presentations?: Confirm speakers and their subjects several weeks before the event, and collect final presentation files at least 48 hours beforehand. Test the files on the presentation laptop before the venue setup.
When should I close chain conference registration?: Close or review registration about 7 days before the conference so you can update the attendee list, prepare name badges and send the final dietary requirements to catering.
What should I check at the venue the day before?: Allow at least 2 to 3 hours for the final setup check. Test the projector, screen, microphones and clicker, arrange the rooms and registration desk, and confirm that signs, programmes and tableware are ready.

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