Corporate conference checklist: what to arrange and when

A corporate conference runs smoothly when planning, guest communication and room setup follow a clear sequence. Start with the date, programme and venue, then move to speakers, invitations and registration. In the final week, confirm dietary requirements, presentations, badges, catering and parking details. On the day, allow time to test the projector, microphones and presentation laptop before guests arrive. This checklist covers 67 planning tasks and 54 items, from tables and chairs to HDMI adapters and water jugs.

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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 the venue and room layout
2 people
Approach speakers
2 people
Collect presentations and portraits
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send parking information
Check name tag details
2 people
Print name badges
2 people
Finalize the registration list
Check catering confirmation
Send speaker briefing
Check presentations technically
2 people
Prepare printed materials
2 people
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Clear the hall
3 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect the sound system
2 people
Load presentations onto laptop
2 people
Test microphones
2 people
Check lighting and temperature
Set up coffee station
2 people
Set up buffet tables
3 people
Prepare snacks
3 people
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Serve welcome drinks
3 people
Guide speakers to the room
Handle the opening
Provide technical support for presentations
2 people
Pass around the microphones
Refill drinks
2 people
Set up coffee break
3 people
Serve coffee and tea
3 people
Clear away dishes and waste
2 people
Moderate panel discussion
2 people
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Restock plates and cutlery
2 people
Serve diet meals
2 people
Set up the dessert buffet
2 people
Facilitate the networking session
2 people
Clear the coffee station
2 people
See off guests and manage departure
2 people

Aftercare

Switch off equipment
2 people
Secure presentations
Collect tableware
3 people
Sort and remove waste
3 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Clean the room
3 people
Clean the kitchen
2 people
Wash dishes
3 people
Pack equipment
2 people
Return borrowed items
2 people
Store leftover catering
2 people

What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Speaker table
Registration deskqty 2
Buffet tablesqty 6
High tablesqty 8
Coat racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 6
Extension cordsqty 8
Mobile phone chargersqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 120
Dinner cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 10
Coolersqty 4
Serving traysqty 10
Small bowlsqty 16
Storage binsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8

Decorations

Table runnersqty 14
Name badgesqty 120
Name badge holdersqty 120
Program leafletsqty 120
Welcome sign
Directional signsqty 8
Flower arrangementsqty 8
Table numbersqty 14

Lighting

Standing lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Vacuum cleaner
Washing-up tubsqty 3

Catering

Groceries

Tips

Set the date, programme and room layout before approaching speakers or sending invitations. The layout affects seating capacity, the registration desk, buffet tables and the equipment you need.
Open registration as soon as the invitations go out, then set a clear deadline for dietary requirements. Use the final registration list to check name badge details and catering numbers rather than relying on last-minute replies.
Ask speakers for their presentations and portraits in advance, and send a briefing before the conference. Complete the technical check before the event day, including the presentation laptop, projector, screen, microphones, HDMI cables and adapters.
Confirm catering separately from the guest list, including coffee service, water and tableware. Check that you have enough coffee cups, water glasses, plates, cutlery and serving spoons for the confirmed attendance.
Reserve setup time on the day for clearing the hall, arranging tables and chairs, setting up the registration desk and laying out badges. Chill drinks before guests arrive, and test power strips, extension cords and phone chargers at the same time as the AV equipment.

Frequently asked questions

How far in advance should I start planning a corporate conference?: Start at least 8 to 12 weeks before the conference. Set the date, programme and venue first, then allow time to approach speakers, send invitations and process registrations.
When should I send corporate conference invitations?: Send invitations as soon as the date, programme outline and venue are confirmed, preferably 6 to 8 weeks before the event. Keep registration open until a stated deadline so catering and badges can be finalized.
When should I collect dietary requirements for a conference?: Ask for dietary requirements on the registration form and close responses 7 to 10 days before the conference. Send the final numbers and requirements to the caterer after the registration list is checked.
How early should I test conference AV equipment?: Complete a technical presentation check at least one day before the conference, then test the projector, microphones, speakers, mixer and cables again 60 to 90 minutes before guests arrive.

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.