Climate conference checklist: what to arrange and when

A climate conference depends on more than a strong programme. You need speaker details, presentations, registrations, dietary requirements, accessible facilities and reliable presentation equipment ready at the right time. This checklist takes you from setting the date through venue setup, including name badges, programme booklets, catering quantities and directions for participants. Use it to assign responsibilities and check that nothing is left until the final morning.

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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
Invite speakers
2 people
Collect speaker details
Receive presentations and portraits
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Print name badges
2 people
Print the program booklets
2 people
Send directions
Reserve venue
Book catering
2 people
Reserve equipment
2 people
Check parking information
Check accessibility
2 people
Signpost the program
2 people
Sort name badges
2 people
Prepare the speaker briefing
Check catering quantities
2 people
Do the shopping
3 people
Bring materials to the venue
3 people
Set up the registration table
2 people
Set up chairs
4 people
Set up tables
3 people
Set up speaker room
2 people
Set up presentations
2 people
Connect the projector
2 people
Test microphones
2 people
Test sound level
2 people
Set up lighting
2 people
Set up the presentation table
2 people
Set up coffee station
3 people
Set up the buffet
4 people
Chill drinks
2 people
Lay out name badges
2 people

Event

Staff the welcome desk
3 people
Register participants
3 people
Hand out program brochures
2 people
Welcome speakers
2 people
Handle the opening
Announce the speakers
Facilitate presentations
2 people
Collect questions from the audience
2 people
Serve coffee and tea
4 people
Refill drinks
2 people
Serve snack breaks
4 people
Open the dinner buffet
4 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear tables
4 people
Moderate the panel discussion
2 people
Moderate audience questions
Set up the networking drinks reception
3 people
Serve snacks
4 people
Refill glasses and tableware
2 people
Make final announcements
See participants off
2 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean coffee station
2 people
Clean the buffet
3 people
Clear away chairs and tables
4 people
Dismantle the technical setup
2 people
Store presentations securely
Clean the venue
4 people
Remove signage
2 people
Pack leftover food
2 people
Return materials
3 people
Return borrowed items
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Chairsqty 170
Foldable tablesqty 18
Registration tablesqty 2
Speaker table
Stoolsqty 6
Tableclothsqty 18

Equipment

Projector
Projection screen
Laptopsqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Presentation clickerqty 2
Flip chartsqty 4
Flipchart markersqty 16
Gaffer tapeqty 4

Tableware

Coffee cupsqty 180
Glassesqty 220
Water glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Forksqty 190
Knivesqty 190
Spoonsqty 190
Coffee spoonsqty 180
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Serving plattersqty 16
Food warmersqty 6
Water jugsqty 12
Cutting boardsqty 4
Chef and serving knivesqty 8

Decorations

Name badgesqty 180
Badge holdersqty 180
Lanyardsqty 180
Program leafletsqty 180
Speaker name badgesqty 8
Directional signsqty 12
Registration signsqty 2
Table signsqty 18
Notepadsqty 180
Ballpoint pensqty 200
Name stickersqty 200

Lighting

LED light setsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Trash bagsqty 80
Microfiber clothsqty 20
All-purpose cleanerqty 4
Dish soapqty 3
Spongesqty 12
Hand soapqty 6
Paper towelsqty 12
Paper towelsqty 12
Toilet paperqty 48
Rubber glovesqty 8

Catering

Groceries

Tips

Set a firm deadline for speaker materials at least 7 days before the conference. Collect each presentation, portrait, job title and pronunciation details so the programme booklet and briefing are accurate.
Close or review registration at least 3 days before the event. Use the participant list to confirm dietary requirements, prepare name badges and give the caterer a realistic headcount rather than relying on estimates.
Test the projector, screen, laptop, HDMI cables, adapters, microphones and speakers together at the venue at least 2 hours before doors open. Keep spare extension cords, power strips and gaffer tape at the registration or technical desk.
Plan the room around the programme, not just the expected headcount. Allow a clear route to seating and facilities, check accessibility in advance, and place chairs, tables, the speaker table and registration desk before signage goes up.
Prepare the items people tend to miss on event morning: printed directions, programme booklets, sorted name badges, presentation clicker, water glasses and coffee spoons. Bring all materials to the venue at least 90 minutes before registration starts.

Frequently asked questions

How far in advance should I organise a climate conference?: Start at least 8 to 12 weeks before the conference. That gives you time to reserve the venue, invite speakers, open registration, confirm accessibility and arrange catering and technical equipment.
When should speakers send their presentations for a climate conference?: Set the deadline 7 days before the event, then run a final technical check 2 hours before doors open. Ask speakers to bring a backup copy on a laptop or USB drive if possible.
How much catering should I order for a climate conference?: Base the order on the confirmed participant list and dietary requirements, checked 3 days before the event. For a full-day programme, plan separate quantities for arrival coffee, lunch and afternoon refreshments rather than using one total estimate.
What should be checked at the venue before a climate conference?: Complete the venue walkthrough at least 1 day before the conference and repeat the equipment test on the event day. Check seating, accessibility, parking information, signage, registration tables, power, microphones and presentation connections.

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.