Communications Conference Checklist

Use this checklist to plan a communications conference in the right order, from setting the date and confirming speakers to preparing registrations, catering and technical equipment. The plan covers 74 tasks and 51 items, including name badges, presentations, microphones, projection equipment, coffee service and tableware. Start with the programme and venue, then work through participant information and supplier details. In the final week, confirm numbers, collect presentations and schedule a technical check so small omissions do not disrupt 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
Confirm speakers and moderators
2 people
Reserve venue
Book catering
Reserve equipment
Write invitation text
2 people
Create the registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Collect presentations
Finalize the program
2 people
Update participant list
Design name badges
Print name badges
Print program leaflets
Send directions
Confirm registrations
2 people
Send speaker briefing
Pass on catering details
Schedule Technical Check
Check the shopping list
Do the shopping
2 people
Put presentations on USB
Test presentations offline
2 people
Bring materials to the venue
3 people
Check venue and toilets
2 people
Set up information table
2 people
Set up the stage and speaking area
3 people
Set up tables and chairs
4 people
Set up the registration desk
2 people
Hang up signage
2 people
Hang up decorations
2 people
Set up projector and screen
2 people
Connect the microphones and speakers
2 people
Technically test presentations
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set up lunch buffet
3 people
Prepare snacks
3 people
Lay out crockery and cutlery
2 people
Briefing for reception team
Brief the technical team

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
2 people
Guide the opening
2 people
Provide technical support for presentations
2 people
Monitor schedule during sessions
Refill drinks
2 people
Provide coffee break
3 people
Collect questions from the audience
Serve lunch buffet
4 people
Restock the buffet
3 people
Collect crockery and glasses
2 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
3 people
Thank speakers
2 people
Lead the closing
2 people
See participants off
2 people

Aftercare

Clear away food and drinks
3 people
Switch off equipment
2 people
Wash dishes
3 people
Sort and remove waste
2 people
Clean the venue
3 people
Put furniture back
3 people
Remove decorations and signage
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Send thank-you email to participants
Share presentations with participants
Send thank-you email to the speakers

What to bring

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

Furniture

Reception table
Buffet tablesqty 4
Participant chairsqty 90
Speaker table
Bar stoolsqty 4
Table linenqty 12

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Speakersqty 2
Microphone standsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Serving plattersqty 12
Bread basketsqty 4

Decorations

Name badgesqty 90
Badge holdersqty 90
Program leafletsqty 100
Pensqty 100
Notepadsqty 100
Table signsqty 12
Direction signsqty 10
Plantsqty 8
Clipboardsqty 4

Lighting

LED floor lampsqty 4
Mood lightingqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Speakers, moderators, catering and equipment all depend on the final schedule, so allow several days to resolve availability conflicts.
Close registration with enough time to act on the numbers. Collect dietary requirements and speaker information before passing final catering details to the supplier and updating the participant list.
Send the speaker briefing and collect presentations before the conference day. Put the final files on USB sticks and test the laptop, projector, screen, HDMI cables and microphones during the scheduled technical check.
Prepare attendee materials at least one working day ahead. Print name badges and programme leaflets together, then check that the registration table, participant chairs and speaker table match the room layout.
Check service equipment as well as presentation equipment. Count coffee cups, water and wine glasses, plates, cutlery, serving trays, thermos flasks and ice before shopping or setting up the buffet and bar.

Frequently asked questions

How far in advance should I organise a communications conference?: Set the date, programme and venue several weeks before the event, then confirm speakers and moderators before invitations go out. Aim to finish registration and catering numbers at least 5 to 7 days beforehand.
When should I collect presentations from conference speakers?: Ask for presentations during the final week and set a firm deadline 2 to 3 working days before the conference. Copy the final files to USB sticks and test them with the presentation laptop during the technical check.
How long before a communications conference should invitations be sent?: Send invitations once the date, venue and core programme are confirmed, ideally 3 to 6 weeks before the conference. Keep registration open for a defined period and send confirmation and directions after each registration is processed.
When should I confirm catering numbers and dietary requirements?: Collect dietary requirements during registration and give the caterer the confirmed details 5 to 7 days before the event. Recheck the participant list and pass on any late changes before setup begins.

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.