Conference planning checklist from first booking to final setup

A conference runs smoothly when decisions, people and equipment are coordinated in the right order. Start with the date, programme and rooms, then confirm speakers and open registration early enough to build a reliable participant list. In the final week, collect presentations, dietary requirements and parking details, while checking catering, badges and AV equipment. On the day, allow time for the registration desk, room layout, lecterns, microphones and presentation testing before the first attendee arrives.

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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
Confirm speakers
2 people
Request presentations
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Send parking information
Prepare the program and badges
2 people
Order catering
Reserve equipment
Have printed materials made
Send speaker information
Create final participant list
2 people
Sort badges alphabetically
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect presentations
Prepare registration table
2 people
Set out the room layout
3 people
Set up tables
4 people
Set out chairs
4 people
Place the stage table
2 people
Set up lecterns
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test microphones
2 people
Test presentations
2 people
Check the lighting
Lay out name badges
2 people
Place programs
2 people
Put up route signs
2 people
Set up coffee stations
3 people
Set up lunch buffet
4 people
Arrange snacks
3 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome drinks
3 people
Guide the opening
2 people
Announce the speakers
Present presentations
Manage microphones
Moderate the Q&A
2 people
Serve coffee break
4 people
Refill drinks
2 people
Collect tableware
2 people
Serve lunch buffet
5 people
Serve diet meals
2 people
Refill buffet
3 people
Clear tables
3 people
Serve evening snacks
3 people
Answer visitor information
2 people
Monitor program times
Guide speakers
2 people
Handle the closing
2 people
See participants off
3 people
Collect lost and found items

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clear away coffee stations
2 people
Clean catering tables
2 people
Switch off equipment
2 people
Secure presentations
Pack microphones and cables
2 people
Clear away chairs and tables
4 people
Clean the rooms
4 people
Empty waste containers
2 people
Do final venue inspection
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Archive badges and registration
Send a thank-you gift to participants

What to bring

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

Furniture

Chairsqty 110
Tablesqty 18
Beer tablesqty 6
Lecternsqty 2
Stage table
Registration deskqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Coffee spoonsqty 120
Serving plattersqty 20
Pitchersqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4
Coolersqty 4
Coffee machinesqty 4
Kettlesqty 3
Hot drink urnsqty 8
Thermos flasksqty 6

Decorations

Name badgesqty 120
Badge holdersqty 120
Badge lanyardsqty 120
Program leafletsqty 120
Tableclothsqty 20
Stage sign
Route signsqty 8
Plantsqty 8
Flower arrangementsqty 6

Lighting

Standing lampsqty 6
LED lightsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 12
Serving tongsqty 10
traysqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 3

Catering

Groceries

Tips

Set the date, programme and rooms before sending invitations. Confirm speakers early, then request their presentations and technical requirements so the programme does not depend on last-minute files.
Open registration as soon as the programme and venue details are stable. Close or review registrations early enough to prepare an alphabetical badge list, seating plan and catering numbers.
Collect dietary requirements with registration and send parking information before the conference. A final participant count several days ahead gives the caterer time to adjust quantities.
Test the projector, screen, laptops, HDMI cables, adapters, microphones, speakers and mixer before guests arrive. Keep extension cords, power strips, presentation clickers and power banks at the technical desk.
Prepare the registration desk and room layout before setup day is over. Place tables, chairs, the stage table and lecterns first, then set out badges, printed materials, water glasses and coffee service.

Frequently asked questions

How far in advance should I start planning a conference?: Start at least 3 to 6 months ahead for a small or mid-sized conference. Book the venue and rooms first, then allow several weeks for speaker confirmation, invitations and registration.
When should conference registration close?: Close registration 3 to 7 days before the event, depending on your caterer’s deadline. Use the final list to prepare badges, catering quantities and any seating or access information.
When should I collect speaker presentations?: Request presentations 5 to 7 days before the conference and set a firm submission deadline. Download and test every file on the presentation laptop before the room opens.
How early should the conference room be set up?: Finish the main room setup at least 2 hours before the first session. Allow extra time to arrange chairs and tables, connect the projector and microphones, and test every presentation.

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.