Conference planning checklist

A conference runs smoothly when decisions, registrations and room setup are handled in the right order. Start with the date, program and venue, then confirm speakers, catering and technical supplies before opening registration. In the final weeks, collect dietary requirements and presentations, check the participant list and share practical details such as the route. This checklist also covers the details that are easy to leave until the last minute, including name badges, folders, cables, adapters, drinks and presentation testing.

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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 hall
Confirm speakers
2 people
Book catering
Reserve technical supplies
Create the program
2 people
Create a registration form
Draft invitations
2 people
Send invitations
Process registrations
2 people
Send reminder to participants
Collect dietary requirements
Collect speaker information
Collect presentations
Design name badges
Check participant list
2 people
Share the program and route
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Test presentations
2 people
Print name badges
Assemble participant folders
3 people
Prepare speaker folders
Bring materials to the venue
3 people
Open hall
2 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Set up the stage area
3 people
Set up projector and screen
2 people
Connect sound equipment
2 people
Test microphones
2 people
Load presentations onto laptop
Set up the coffee and tea station
2 people
Set up the catering buffet
3 people
Lay out name badges
2 people
Lay out participant folders
2 people
Hang up signage
2 people
Brief the registration team

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome drinks
3 people
Give the opening speech
Facilitate presentations
2 people
Pass around the microphones
2 people
Refill drinks
2 people
Serve break snacks
3 people
Refill coffee and tea
2 people
Moderate the Q&A
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Collect tableware and glasses
3 people
Support the evening program
2 people
Refill drinks
2 people
Serve the closing drinks
3 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Tear down the buffet
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Remove signage
2 people
Pack up materials
3 people
Return equipment
2 people
Return rental items
2 people
Store leftover materials
2 people
Send a thank-you gift to participants
Follow up on presentations

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Registration tablesqty 2
Speaker table
Bar stoolsqty 4
Clothes racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Oven mittsqty 4
Bread basketsqty 8

Decorations

Tableclothsqty 12
Stage backdrop
Flower arrangementsqty 8
Name badgesqty 120
Pensqty 130
Congress foldersqty 120
Program flyersqty 130
Speaker name badgesqty 8
Directional signsqty 12
Information boardsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, program and venue before sending invitations. Allow at least 8 weeks for a conference with external speakers, so there is time to confirm availability and process registrations.
Collect speaker information and presentations before the final week. Set a deadline at least 7 days before the conference, then test every presentation on the presentation laptop with the projector, screen, HDMI cables and adapters.
Close registration and dietary requests early enough for catering. A practical deadline is 5 working days before the event, leaving time to confirm numbers and adjust food, drinks, plates, glasses and cutlery.
Prepare the registration area before participants arrive. Print name badges, check the participant list and place registration tables, chairs, folders and writing materials where they can be found without blocking the entrance.
Pack the venue supplies as one checked load on the day before or morning of the conference. Count microphones, microphone stands, speakers, the audio mixer, extension cords, power strips, USB sticks and coffee equipment before leaving.

Frequently asked questions

How far in advance should I organize a conference?: Start at least 8 weeks before the conference. Use the first weeks for the date, venue, program, speakers, catering and technical supplies; reserve the final 7 days for presentations, participant details and testing.
When should conference invitations be sent?: Send the first invitation 6 to 8 weeks before the event when possible. Send a reminder 7 to 10 days beforehand, after the registration list and practical information have been checked.
When should I collect dietary requirements for a conference?: Ask for dietary requirements on the registration form and close responses 5 working days before the conference. Give the final number to the caterer immediately after checking the participant list.
When should conference presentations be collected and tested?: Set the presentation deadline 7 days before the conference and test the files at least 1 day before. Check them on the actual presentation laptop with the projector, screen, HDMI connections and audio equipment.

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.