Chemistry conference checklist

A chemistry conference depends on many small details lining up: the program, speakers, registration, poster sessions, rooms, catering and presentation equipment. Start with the schedule and speaker confirmations, then work toward attendee numbers and room setup. Dietary requirements, presentation files and compatible HDMI adapters are easy to leave until the last minute. Use this checklist to plan the work in order, from the first invitations through opening the rooms on conference 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

Finalize the program
2 people
Confirm speakers
2 people
Collect presentation titles
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send speaker information
Book catering
2 people
Reserve venue
Reserve equipment
Assign poster presentations
2 people
Prepare badges
2 people
Check participant list
2 people
Print name badges
2 people
Print program
Print route signs
Collect presentations
Share catering numbers
Label diet meals
2 people
Do the shopping
3 people
Chill drinks
2 people
Sort badges
2 people
Prepare materials
3 people
Open rooms
2 people
Set up registration desk
3 people
Set up tables
4 people
Set up chairs
4 people
Set up poster boards
3 people
Hang up route signs
2 people
Lay out registration materials
2 people
Set up coffee station
3 people
Set up buffet
4 people
Connect the technical equipment
2 people
Test presentations
2 people
Test microphones
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Hand out badges
3 people
Serve coffee
3 people
Guide the opening
2 people
Guide speakers to the room
2 people
Support presentations
2 people
Monitor the schedule
Hand out the question microphone
Refill drinks
2 people
Provide coffee break
3 people
Support the poster session
3 people
Open the dinner buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Clear away dishes
4 people
Refill coffee and tea
2 people
Support the evening program
2 people
See participants off
2 people

Aftercare

Switch off the equipment
2 people
Clear the buffet
4 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clear poster boards
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store remaining catering
2 people
Collect lost property
Send thank-you message
Share presentations

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 110
Registration deskqty 2
Buffet tablesqty 6
Speaker chairsqty 6
Waste binsqty 8

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Presentation clickersqty 2
Laser pointersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Cable tiesqty 100
USB sticksqty 4
WiFi hotspot

Tableware

Water glassesqty 120
Coffee cupsqty 120
Teaspoonsqty 120
Dinner platesqty 120
Cutlery setsqty 120
Serving plattersqty 18
Serving tongsqty 12
Coffee potsqty 6
Thermos flasksqty 8
Water jugsqty 8

Catering

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Induction hobsqty 2
Food warmersqty 6
Drink dispensersqty 4
Tiered traysqty 4
Groceries

Decorations

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Poster boardsqty 30
Poster clipsqty 60
Directional signsqty 15
Table number cardsqty 12
Table runnersqty 12
Pensqty 120
Notepadsqty 120
Clipboardsqty 6
Information bannersqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 10
Measuring cupsqty 4
Serving traysqty 8

Cleaning

Dishpanqty 3
Dish brushesqty 4
Cleaning clothsqty 20
Floor mopsqty 3
Bucketsqty 4
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 8

Tips

Finalize the program and confirm speakers before opening registration. Collect presentation titles early so the printed program, poster assignments and session timing are based on confirmed information.
Set a registration deadline that gives you at least 3–5 working days to process registrations, check the participant list and share final catering numbers. Use that period to label diet meals and prepare badges.
Test every presentation setup in the actual rooms at least 2 hours before the first session. Check the projector, screens, laptops, HDMI cables, adapters, clickers, laser pointers, microphones and power connections.
Prepare one clearly labelled conference-day kit with USB sticks, extension cords, power strips, cable ties and a WiFi hotspot. These items are often needed only after a laptop, adapter or network connection fails.
Open the rooms at least 60 minutes before registration. Set out name badges, printed programs and route signs, arrange speaker chairs and microphones, and place water glasses, coffee cups and serving equipment before catering arrives.

Frequently asked questions

How far in advance should I organize a chemistry conference?: Start planning at least 8–12 weeks before the conference. Confirm the venue, program structure and speakers first, then allow time for invitations, registrations, presentation collection and catering numbers.
When should chemistry conference registration close?: Close registration 3–5 working days before the event if catering numbers and diet meals depend on the final list. Keep a short buffer to check names, sort badges and print the participant materials.
When should I collect chemistry conference presentations?: Ask speakers for presentation files and final titles at least 3 days before the conference. Copy the files to a USB stick and test them on the conference laptop before attendees arrive.
How early should I set up a chemistry conference venue?: Begin room setup at least 2 hours before the first session and open the rooms 60 minutes before registration. This leaves time to test AV equipment, arrange tables and chairs, place signs, and fix missing supplies.

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.