Client conference checklist: plan it in the right order

A client conference depends on many small handovers: speakers need to confirm, attendees need clear travel details, and the venue must support both registration and presentations. This checklist takes you from program and venue decisions through registration, catering numbers, technical preparation, and the final inspection. Start early with anything that involves guests or suppliers, then use the last week for documents, equipment tests, and room setup. The plan covers 81 tasks and 52 items, including AV equipment, furniture, tableware, and kitchen supplies.

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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
Reserve venue
Book catering
Reserve equipment
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect speaker information
Collect dietary requirements
Send transportation information
Collect presentations
Design name badges
Prepare program brochures
Check participant list
Send participant confirmations
Print badges and program
2 people
Share catering numbers
Prepare a technical briefing
Print the run sheet
Do the shopping
2 people
Chill drinks
2 people
Test presentations
2 people
Inspect venue
2 people
Open venue
2 people
Receive deliveries
2 people
Set up the registration table
2 people
Sort name tags
2 people
Lay out program brochures
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage area
3 people
Connect the projector
2 people
Set up screen
2 people
Test microphones
2 people
Set up presentations
2 people
Set up the break buffet
3 people
Prepare the dinner buffet
4 people
Set out coffee and tea
2 people
Hang decorations
2 people
Check toilets
Briefing for reception team

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
3 people
Guide the opening
2 people
Coordinate plenary presentations
3 people
Refill drinks
2 people
Collect questions from the audience
2 people
Serve the break buffet
3 people
Collect tableware
2 people
Lead the workshops
5 people
Distribute workshop materials
3 people
Support the technical setup
2 people
Refill drinks
2 people
Open the dinner buffet
3 people
Serve diet meals
2 people
Restock the buffet
3 people
Clear away dishes
3 people
Support the evening program
3 people
Manage microphones
Refill coffee and tea
2 people
Guide visitors to the exit
2 people
Collect lost and found items

Aftercare

Switch off the equipment
2 people
Remove decorations
2 people
Dismantle furniture
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Clean the restrooms
2 people
Lock up the venue
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Return equipment
2 people
Thank participants
Thank speakers
Archive presentations
Collect reimbursements
Archive photos and documents

What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Registration tablesqty 2
Buffet tablesqty 6
Lectern
Clothes racksqty 2
Table linenqty 18

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Flip chartsqty 4
Whiteboardsqty 3
Coolersqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Chafing dishesqty 8
Cutting boardsqty 4
Knivesqty 8
Serving plattersqty 18
Serving utensilsqty 18
Coolersqty 4

Decorations

Name badgesqty 12
Banner holdersqty 4
Congress bannerqty 2
Table décorqty 14
Directional signsqty 12
Name card holdersqty 110

Lighting

LED lightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 10
Broom and dustpanqty 2
Mopsqty 3
Bucketsqty 3
Cleaning cart
Towel rollsqty 6

Catering

Groceries

Tips

Lock the program and speaker list before opening registration. Attendees need accurate session times, speaker names, and venue details; changing these after invitations go out creates avoidable follow-up.
Set deadlines for speaker information, presentation files, and dietary requirements rather than waiting for replies. A practical cutoff is 7 days before the conference, leaving time to update the program, catering numbers, and technical briefing.
Treat registration as a separate workstream. Open the form only after the key details are fixed, review registrations regularly, and send participant confirmations with transportation information before the event week.
Run a full presentation test with the actual laptop, projector, screen, clicker, microphones, HDMI cables, extension cords, and power strips. Test every presentation at least 1 day before the conference, not just the first slide.
Inspect the venue before guests arrive and compare the room with the run sheet. Check registration tables, seating, lectern, buffet tables, clothes racks, coffee equipment, chilled drinks, and printed badges and programs.

Frequently asked questions

How far in advance should I plan a client conference?: Begin venue, catering, and equipment planning at least 8 to 12 weeks ahead. Send invitations once the program and speakers are sufficiently confirmed, then keep the final 7 days for attendee numbers, documents, and technical checks.
When should I send client conference invitations?: Send invitations as soon as the venue, date, core program, and registration process are ready—normally 6 to 8 weeks before the conference. Send participant confirmations and practical travel information again during the final 7 days.
When should speakers submit their presentations?: Set the presentation deadline at least 7 days before the event. Use the remaining week to collect missing files, test them on the event laptop and projector, and prepare the technical briefing and run sheet.
How many days before a conference should catering numbers be confirmed?: Share the latest registration total and dietary requirements with catering 3 to 5 days before the conference, or by the supplier’s stated cutoff. Recheck the participant list on the final working day so meals and tableware match attendance.

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.