Children's conference checklist: plan it in the right order

A children's conference needs more than a programme and a room. You must coordinate workshops, speakers, registrations, parent contacts, dietary needs, transport information and room setup. This checklist takes you from choosing the date through preparing catering, name badges and workshop materials. It also helps you catch details that are often left until the last minute, such as testing presentation equipment, printing worksheets and keeping chilled products stored safely.

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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 venue
Arrange halls and rooms
2 people
Contact speakers and facilitators
2 people
Compile workshops
3 people
Create a registration form
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Confirm parent contacts
2 people
Collect dietary requirements
Collect transport needs
Create final participant list
2 people
Prepare name badges
2 people
Assign workshop groups
3 people
Print the program
Print worksheets
2 people
Check presentations
2 people
Test the equipment
2 people
Send parents practical information
Check the shopping list
2 people
Do the shopping
3 people
Store chilled products
2 people
Bundle materials per workshop
3 people
Prepare catering
3 people
Create signage
2 people

Event

Open venue
2 people
Set out the room layout
4 people
Set up tables and chairs
5 people
Set up registration desk
2 people
Connect the technical equipment
2 people
Set up workshop rooms
6 people
Hang decorations
3 people
Chill drinks
2 people
Set up lunch buffet
4 people
Prepare registration materials
2 people
Give briefing to supervisors
3 people
Staff the reception desk
2 people
Register participants
3 people
Hand out name badges
2 people
Assist with opening program
3 people
Set out break drinks
3 people
Lead first workshops
12 people
Refill drinks
2 people
Serve fruit and snacks
4 people
Switch workshop rooms
4 people
Supervise the second workshops
12 people
Collect work results
4 people
Serve dinner
6 people
Serve dietary meals separately
2 people
Clear tables
4 people
Support the evening program
6 people
Refill drinks
2 people
Present the results
4 people
Lead the closing
3 people
Inform parents about pickup
2 people
Register participants on departure
3 people

Aftercare

Pack leftover food
3 people
Collect waste
4 people
Wash dishes
4 people
Clear tables and chairs
5 people
Collect workshop materials
4 people
Switch off the equipment
2 people
Remove decorations
3 people
Clean the rooms
5 people
Check sanitary facilities
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
Registration desk
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 4

Tableware

Reusable cupsqty 140
Platesqty 140
Cutlery setsqty 140
Coffee cupsqty 30
Serving plattersqty 18
Serving utensilsqty 12
Water jugsqty 12
Thermos flasksqty 8

Decorations

Name card holdersqty 120
Paper name badgesqty 130
Welcome sign
Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 8
Tableclothsqty 18
Directional signsqty 12

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Portable speakersqty 2
Wireless microphonesqty 3
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Presentation clickersqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Storage binsqty 20
Aluminum foilqty 3
Cling filmqty 3
Serving spoonsqty 8

Sports equipment

Soft ballsqty 12
Hoopsqty 10
Conesqty 20
Skipping ropesqty 12
Yoga or play matsqty 20
Bean bagsqty 20

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 3
Hand soap dispensersqty 6
Towel dispensersqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Set the date and programme before inviting speakers or opening registration. Allow at least 6–8 weeks for speaker confirmations, workshop planning and parent responses.
Keep parent contact details, dietary requirements and transport needs together in one final participant list. Close changes at least 7 days before the conference so catering and workshop groups can be confirmed.
Assign workshop groups after registrations close, then bundle each workshop’s materials separately. Prepare one complete bundle per group at least 1 day before the event.
Test the laptop, projector, screen, speakers, microphones, HDMI cables and power connections in the actual rooms. Do this no later than the day before, and keep extension cords and power strips available.
Prepare the welcome area before participants arrive: place the registration desk, name badges, programme copies and directional signs together. Set out water jugs, cups and catering supplies before the first workshop begins.

Frequently asked questions

How far in advance should I plan a children's conference?: Start at least 6–8 weeks before the conference. Use the first weeks for the date, venue, speakers and workshops, then leave the final 7 days for participant details, printing, shopping and equipment checks.
When should registration close for a children's conference?: Close registration about 7 days before the event. That gives you time to confirm parent contacts, dietary requirements and transport needs, create workshop groups and prepare the final participant list.
How do I organize workshops at a children's conference?: Compile the workshops before invitations are sent and assign groups after registration closes. Prepare one labelled materials bundle per workshop group at least 1 day in advance, including worksheets and any presentation files.
When should I test the equipment for a children's conference?: Test the laptop, projector, screen, speakers, microphones and cables at least 1 day before the conference in the rooms where they will be used. This leaves time to replace missing cables or rearrange the setup.

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.