Conference planning checklist

A conference runs smoothly when decisions are made in the right order. Start with the date, venue, room layout, and programme, then confirm speakers and open registration before arranging catering and equipment. In the final week, check presentations, print participant materials, prepare name badges, and send practical travel information. This checklist covers the planning details that are easy to leave until the last minute, including dietary requirements, microphones, adapters, drinks, and the registration desk.

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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 conference date
2 people
Reserve venue
2 people
Determine room layout
2 people
Compile program
3 people
Confirm speakers
2 people
Request presentations
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send parking information
Send directions
Order catering
2 people
Reserve equipment
2 people
Order print materials
Make name badges
2 people
Print participant list
Print the program booklets
2 people
Print speaker information
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
4 people
Collect presentations
Check presentations
2 people
Set out the equipment case
2 people
Pick up venue keys
Open hall
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the registration table
2 people
Place the stage table
2 people
Hang up signage
2 people
Prepare registration materials
2 people
Sort name tags
2 people
Connect microphones
2 people
Connect the projector
2 people
Load presentations
Test sound
2 people
Test the setup
2 people
Set up coffee station
3 people
Set up lunch buffet
4 people
Welcome speakers
2 people
Give a speaker briefing
2 people

Event

Register participants
4 people
Hand out program brochures
2 people
Escort participants to the hall
2 people
Handle the opening
2 people
Guide speakers
2 people
Start presentations
Monitor the schedule
Collect questions from the audience
2 people
Serve coffee and tea
4 people
Refill drinks
2 people
Serve lunch buffet
5 people
Serve diet meals
2 people
Clear buffet
3 people
Collect tableware
3 people
Keep the break room clean
2 people
Support the technical setup
2 people
Handle the closing
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean coffee station
2 people
Switch off equipment
2 people
Roll up cables
2 people
Put furniture back
4 people
Remove decorations
2 people
Clean the room
4 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
Return equipment
2 people
Clear away leftover catering
2 people
Return materials
2 people
Send thank-you messages

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration tablesqty 2
Stage tablesqty 2
Speaker chairsqty 6
Stoolsqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
HDMI cablesqty 4
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving boardsqty 8
Serving plattersqty 12
Coffee potsqty 6
Water jugsqty 8

Catering

Thermos flasksqty 6
Coolersqty 4
Buffet warmersqty 6
Serving tongsqty 10
Tablecloth rollsqty 4
Groceries

Registration

Name badgesqty 120
Lanyardsqty 120
Registration traysqty 4
Pensqty 40
Clipboardsqty 6
Program leafletsqty 120
Notepadsqty 120
Evaluation formsqty 120
Table numbersqty 14

Decorations

Stage backdropsqty 2
Wayfinding signsqty 10
Speaker name badgesqty 8
Cotton table runnersqty 14

Lighting

LED work lightsqty 4
Light standsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste sorting binsqty 4

Safety

First aid kit
Non-slip matsqty 6

Tips

Set the venue and room layout before ordering equipment. The number of chairs, tables, speaker seats, screens, microphones, and power points depends on the programme and the way the room is arranged.
Ask for presentations before the final week, then check every file on the actual presentation laptop. Keep HDMI adapters, extension cords, power strips, a clicker, and power banks together in one equipment case.
Close registration early enough to print an accurate participant list and name badges. Use the final registration data to confirm dietary requirements and adjust catering quantities before placing the order.
Send parking information and directions with the invitation or registration confirmation, not on the morning of the conference. Include arrival instructions for speakers and a clear location for the registration tables.
Prepare drinks and catering in stages on the day. Chill drinks in advance, fill water jugs, set out cups and glasses, and check that thermos flasks, coolers, and buffet warmers are ready before guests arrive.

Frequently asked questions

How far in advance should I start planning a conference?: Start at least 3 to 6 months before the conference. This gives you time to reserve the venue, confirm speakers, compile the programme, open registration, and arrange catering and equipment.
When should conference registration open?: Open registration once the date, venue, core programme, and main speakers are confirmed, usually 6 to 10 weeks before the event. Close it 3 to 5 days before the conference so you can print badges and confirm catering numbers.
When should I order conference catering?: Place the catering order about 2 to 3 weeks before the conference, then send the final headcount and dietary requirements 3 to 5 days beforehand. Plan separate quantities for coffee, water, lunch, and any afternoon refreshments.
What should I check the day before a conference?: Test the projector, screens, laptops, microphones, speakers, mixer, cables, and adapters the day before. Also collect the final presentations, prepare the registration desk, print participant materials, chill drinks, and pack the equipment case.

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.