Corporate conference checklist: what to arrange and when

A corporate conference depends on dozens of details being ready in the right order. Start with the date, programme, venue and speakers, then open registration and collect practical attendee information such as dietary requirements and parking needs. In the final week, confirm catering, presentations, room layout and technical equipment. This checklist covers the planning, communication, setup and on-the-day items that are easy to overlook when several people share responsibility.

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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 room layout
2 people
Confirm speakers
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send parking information
Email the schedule to participants
Prepare name badges
2 people
Print attendance list
Collect speaker presentations
Check presentations
2 people
Order catering final
2 people
Test the equipment
2 people
Print the run sheet
Collect materials
2 people
Do the shopping
2 people
Store refrigerated goods chilled
2 people
Check the hall floor
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Set up presentations
Test the lights and sound
2 people
Set up coffee station
2 people
Set up the buffet and bar
3 people
Lay out name badges
Lay out the information materials
2 people

Event

Welcome speakers
2 people
Register participants
3 people
Serve coffee and tea
2 people
Announce the opening
Technically support presentations
2 people
Guide speakers
Refill drinks
2 people
Serve break snacks
3 people
Collect questions from the audience
Set up the networking drinks reception
3 people
Serve snacks
3 people
Set up buffet
4 people
Serve dinner
5 people
Serve diet meals
2 people
Collect crockery and glasses
3 people
Support the evening program
2 people
Refill coffee and tea
2 people
See off guests and manage departure
3 people

Aftercare

Collect materials
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the buffet and bar
2 people
Clean the room
3 people
Dismantle the technical setup
2 people
Check borrowed materials
2 people
Return rented materials
2 people
Store leftovers
2 people
Archive attendance list
Send thank-you email
Share presentations

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Speaker table
Registration deskqty 2
High tablesqty 10
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 3
Power banksqty 2

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 100
Dinner platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100
Serving traysqty 8
Serving spoonsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving tongsqty 8
Food containersqty 12
Food warmersqty 6
Bottle openersqty 3

Decorations

Name badgesqty 90
Badge holdersqty 90
Tablecloth setsqty 12
Flower arrangementsqty 8
Welcome signsqty 3
Program leafletsqty 100
Notepadsqty 100
Ballpoint pensqty 100
Directional signsqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setqty 2
Bucketsqty 3

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the conference so you have time to process registrations, prepare name badges, print the attendance list and give the caterer a final headcount.
Collect speaker presentations no later than 3 days before the event. Check every file on the actual laptop, projector, screen, HDMI cable and USB-C adapter that will be used on the day.
Send the schedule, parking information and arrival instructions at least 48 hours in advance. Include the registration desk opening time and tell attendees where to find the room.
Test microphones, speakers, mixer, presentation clicker and power connections before the room is opened. Bring compatible adapters, extension cords, power strips and charged power banks rather than checking only the projector.
Keep refrigerated goods chilled until serving and complete the room setup before registration starts. Check the hall floor, arrange tables and chairs, then position the stage, podium table, screen and registration desk.

Frequently asked questions

How far in advance should I plan a corporate conference?: Set the date, programme and venue at least 8 to 12 weeks ahead for a standard conference. Confirm speakers and open registration once the room layout and schedule are stable.
When should corporate conference invitations be sent?: Send the first invitation 6 to 8 weeks before the conference. Close registration about 7 days before the event so you can confirm catering, badges and the attendance list.
When should I order catering for a corporate conference?: Place an initial catering order when registration opens, then submit the final numbers 5 to 7 days before the conference. Keep dietary requirements open until the final registration deadline.
How early should conference equipment be tested?: Run a full equipment test at least 24 hours before the conference and repeat a short check 60 minutes before attendees arrive. Test the laptop, presentations, microphones, speakers, projector and all required cables together.

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.