Climate conference checklist: what to arrange and when

A climate conference depends on more than a strong programme. You need a confirmed venue, prepared speakers, working presentation equipment, clear registration information and accurate catering numbers. This checklist takes you from setting the date through collecting presentations, printing signs and preparing the room. Start early with the venue and speakers, then use registration data to finalise food, accessibility arrangements and the room setup. The final week is for testing technology, checking materials and confirming who is responsible on the 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

Set the date and program
2 people
Reserve the venue and rooms
2 people
Approach speakers
2 people
Collect speaker information
Open the registration form
Send invitations
2 people
Post promotion on social media
Process registrations
Collect dietary requirements
Collect accessibility needs
Book catering
2 people
Reserve technical supplies
2 people
Finalize the program
2 people
Collect presentations
Check presentations
2 people
Prepare name badges
2 people
Print programs
Print route signs
Assign volunteers
2 people
Confirm catering quantities
Check the shopping list
2 people
Do the shopping
3 people
Bring materials to the venue
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up registration desk
2 people
Set out the room layout
3 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage and podium table
3 people
Connect the projector and screen
2 people
Test sound equipment
2 people
Load presentations onto laptop
Test microphones
2 people
Lay out name badges
2 people
Set out coffee and tea
3 people
Set out the buffet and tableware
3 people
Hang route and program posters
2 people
Place waste stations
2 people
Brief the registration team
2 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Guide the opening presentation
2 people
Announce the speakers
Present presentations
2 people
Manage microphones
2 people
Collect questions from the audience
2 people
Refill break drinks
2 people
Serve break snacks
3 people
Set up buffet
4 people
Serve dinner buffet
4 people
Refill drinks
2 people
Collect tableware
3 people
Supervise the networking area
2 people
Handle the closing announcement
See participants off
3 people

Aftercare

Switch off equipment
2 people
Pack leftovers safely
2 people
Wash dishes
3 people
Sort waste
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Collect materials
3 people
Return materials
2 people
Store leftover stock
2 people
Handle lost and found
Send participant information

What to bring

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

Furniture

Conference tablesqty 12
Chairsqty 110
Registration tablesqty 2
Speaker table
Stage sectionsqty 4
Coat racksqty 3
Clothes hangersqty 120

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 8
USB chargersqty 4
Flip chartsqty 3
Flipchart standsqty 3
Markersqty 24
Wall clocksqty 2

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 140
Platesqty 130
Cutlery setsqty 130
Water carafesqty 12
Serving bowlsqty 16
Serving spoonsqty 16
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Cutting boardsqty 4
Paring knivesqty 4
Ice spoonsqty 2

Decorations

Climate bannersqty 4
Name badge holdersqty 120
Lanyardsqty 120
Program postersqty 12
Route signsqty 10
Recycling signsqty 8
Table numbersqty 12

Lighting

LED floor lampsqty 4
LED String Lightsqty 4

Cleaning

Waste bins for sortingqty 8
Mop setsqty 2
Broomsqty 2
Dustpansqty 2
Reusable cleaning clothsqty 20
Glovesqty 12

Catering

Groceries

Tips

Set the date and venue before inviting speakers. Allow at least 8–12 weeks for a conference so you have time to confirm rooms, accessibility needs, catering and technical supplies.
Open registration as soon as the programme has enough confirmed speakers. Ask for dietary requirements and accessibility needs on the form rather than trying to collect them by email later.
Collect presentations at least 3 days before the conference and check every file on the presentation laptop. Test HDMI adapters, the projector, screen, microphones, speakers and clicker before attendees arrive.
Confirm catering quantities 2–3 days ahead using the registration total, including speakers, volunteers and staff. Chill drinks and prepare snacks only after the final shopping list has been checked.
Assign volunteers to registration, room changes and speaker support, with named backups. Bring badges, printed programmes, route signs, flip charts, markers and chargers to the venue the day before if possible.

Frequently asked questions

How far in advance should I plan a climate conference?: Start planning 8–12 weeks before the event. Book the venue and approach speakers first, then allow time for registration, accessibility requests, catering and technical checks.
When should climate conference registration open?: Open registration once the date, venue, core programme and first speakers are confirmed, usually 6–8 weeks before the conference. Close or review numbers 2–3 days before catering is confirmed.
When should I collect conference presentations?: Set the presentation deadline at least 3 days before the event. Check the files on the presentation laptop and resolve missing fonts, adapters or incompatible formats before the conference day.
How do I calculate catering for a climate conference?: Use the registration total plus all speakers, volunteers and staff, then confirm the number 2–3 days before the event. Keep dietary requirements and accessibility-related requests with the final catering order.

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.