Conference dinner checklist and planning timeline

A conference dinner needs more than a menu and a room. You need confirmed registrations, dietary information, a workable seating plan and suppliers who know exactly when to arrive. This checklist takes you from the guest list and invitations through the site visit, table setup and final service preparations. Use it to keep name badges, menus, drinks, special meals and staff responsibilities aligned before guests take their seats.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Compile the guest list
2 people
Confirm location and date
Draft invitations
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Check allergies
Choose the menu and wine
2 people
Book catering
Carry out a site visit
2 people
Create the table layout
Assign seating
Prepare name badges
2 people
Design menus
Print menus
Confirm suppliers
Create the staff schedule
Print the run sheet
Sort name tags
2 people
Do the shopping
2 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
3 people
Label special diet meals
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set table linen
3 people
Set out tableware
3 people
Set out cutlery
2 people
Set out glasses
2 people
Set up the buffet and bar
3 people
Hang up decorations
2 people
Place table decorations
2 people
Test the lighting
2 people
Test the music
2 people
Set up registration desk
2 people
Set out name badges
2 people
Staff briefing
3 people
Set up the coat check
2 people

Event

Staff the welcome desk
2 people
Register guests
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Serve diet meals
2 people
Serve dinner
5 people
Clear tables
4 people
Serve coffee and tea
3 people
Serve dessert
4 people
Empty trash bins
2 people
Check toilets
See off guests
2 people

Aftercare

Chill leftovers
2 people
Collect tableware
3 people
Collect glasses
2 people
Clear tables
3 people
Remove decorations
2 people
Put furniture back
4 people
Sort and remove waste
3 people
Clean the kitchen
3 people
Wash dishes
3 people
Clean the restrooms
2 people
Final venue check
2 people
Return rental items
2 people
Clean up leftovers
2 people
Store materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
B high tablesqty 4
Coat racksqty 2
Stoolsqty 8
Waste binsqty 6
Registration desk

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 80
Coffee cupsqty 70
Water glassesqty 90
Wine glassesqty 90
Champagne glassesqty 80
Dinner cutleryqty 90
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 12
Carafesqty 12

Decorations

Tableclothsqty 8
Napkin ringsqty 70
Menu Card Holdersqty 10
Table numbersqty 8
Flower arrangementsqty 8
LED candlesqty 24
Welcome sign
Backdrop cloth

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 6
Induction hobsqty 2
Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Pansqty 4
Measuring cupsqty 4
Kitchen tongsqty 8
Oven mittsqty 4
Kitchen thermometersqty 2

Cleaning

Cleaning bucketsqty 4
Mugsqty 3
Broom setsqty 2
Microfiber clothsqty 20
Rubber glovesqty 8

Lighting

LED light stringsqty 4
Standing lampsqty 4
Battery setsqty 8

Catering

Groceries

Tips

Collect dietary requirements when guests register, then check the final list against the caterer’s meal plan at least 7 days before the dinner. Label special-diet meals clearly so staff can identify them during service.
Complete the venue visit before finalising the layout. Check where the registration table, buffet tables, garderobe racks, waste bins, coffee machines and kettles will go, and confirm access for suppliers.
Create the seating plan only after registrations close. Print table numbers, name badges and menus together, then sort the badges by table so the registration team can hand them out quickly.
Confirm the quantities of tableware against the final guest count, including dinner plates, dessert plates, soup bowls, water glasses, wine glasses, cutlery and serving platters. Add time for washing, delivery or replacement items if the venue does not supply them.
Prepare the event-day run sheet with named staff for registration, supplier arrivals, drinks, service and special meals. Chill drinks and collect fresh produce close to the dinner, while keeping labelled dietary meals separate from general dishes.

Frequently asked questions

How far in advance should I send conference dinner invitations?: Send invitations 6 to 8 weeks before the dinner when possible. Set the RSVP deadline at least 14 days before the event so you have time to confirm registrations, dietary requirements, seating and catering quantities.
When should I finalise the conference dinner seating plan?: Finalise the seating plan 7 to 10 days before the dinner, after the main registration deadline. Keep a small number of seats flexible for late changes, and print the final table numbers and name badges 1 to 2 days beforehand.
How many drinks should I plan for a conference dinner?: For the first hour, plan on 2 to 3 drinks per person, then around 1 drink per person per hour after that. Include water for every guest and confirm whether wine, champagne or other drinks are served at specific parts of the meal.
When should I confirm the caterer and dietary meals?: Confirm the caterer, menu and final guest numbers 7 to 14 days before the dinner. Send the checked allergy and dietary list at the same time, then label special meals before service 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.