Corporate conference checklist

A corporate conference depends on dozens of details being ready at the right time. Start with the date, programme and venue, then move through speakers, invitations, registrations and catering. In the final week, check every presentation, confirm attendance and dietary requirements, and test the projector, microphones and connections. On the day itself, allow time to collect the venue keys, mark the room layout, set up the registration desk and chill the drinks before guests arrive.

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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 venue
Book catering
Confirm speakers
2 people
Draft invitations
2 people
Send invitations
Process registrations
2 people
Collect dietary requirements
Send parking information
Design name badges
Print name badges
2 people
Print attendance list
Collect presentations
Check presentations
2 people
Test the equipment
2 people
Print handouts
2 people
Print program
Confirm catering quantities
Do the shopping
3 people
Chill drinks
2 people
Collect materials
2 people
Pick up venue keys
Mark the room layout
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 projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
2 people
Lay out name badges
2 people
Lay out the programs
2 people
Set up coffee station
2 people
Set up buffet
3 people
Set out snacks
3 people

Event

Staff the registration table
2 people
Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Announce the opening
Guide speakers
Start presentations
Pass around the microphones
Refill drinks
2 people
Provide coffee break
3 people
Refill snacks
2 people
Collect questions from the audience
Keep the break room tidy
2 people
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Set up the networking drinks reception
2 people
Serve snacks
2 people
Announce the closing
See guests out
2 people
Collect lost property

Aftercare

Switch off equipment
2 people
Take down the buffet
3 people
Collect tableware
3 people
Sort waste
2 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Pack equipment
3 people
Wash dishes
3 people
Clean the room
3 people
Check toilets
Lock up the venue
2 people
Return rental items
2 people
Store leftover materials
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Rectangular tablesqty 12
Buffet tablesqty 4
Registration desk
Speaker table
Stage
Stoolsqty 4

Tableware

Coffee cupsqty 90
Glassesqty 180
Wine glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving utensilsqty 12
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
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 4

Lighting

Standing lampsqty 4
String lightsqty 4

Decorations

Company logo bannersqty 3
Table floral arrangementsqty 12
Menusqty 12
Name badge holdersqty 90
Directional signsqty 8
Tableclothsqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Induction hobsqty 2
Serving plattersqty 12
Serving traysqty 8
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Storage binsqty 12

Cleaning

Waste binsqty 8
Broomqty 2
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before inviting anyone. You need the confirmed schedule and location to write useful invitations and give attendees accurate parking information.
Collect dietary requirements when processing registrations, not during the final catering call. Confirm the headcount and meal quantities again before the event so late registrations do not create shortages.
Ask speakers for their presentations several days before the conference, then check every file on the actual laptop and projector. Test HDMI cables, USB-C adapters, the clicker, microphones and power connections together.
Print name badges, the attendance list, handouts and the programme before the final setup period. Keep a small buffer for late registrations and spelling corrections rather than printing everything at the venue.
Plan the room around the registration desk, stage, speaker table and screen before moving furniture. Set up tables and chairs first, then place tableware, water jugs and serving utensils so catering staff can work without blocking arrivals.

Frequently asked questions

How far in advance should I organise a corporate conference?: Set the date and reserve the venue at least 8 to 12 weeks ahead. Confirm speakers and catering soon after, then send invitations early enough to leave at least 3 weeks for registrations.
When should I send corporate conference invitations?: Send the first invitations about 4 to 6 weeks before the conference, once the venue, date and programme are confirmed. Close or review registrations 7 to 10 days before the event so catering quantities can be checked.
When should conference presentations be collected and tested?: Collect presentations at least 3 to 5 days before the event and check them on the presentation laptop. Test the projector, screen, clicker, microphones, speakers and adapters no later than the day before.
How early should I set up a conference registration desk?: Pick up the venue keys and begin room setup at least 2 hours before guests arrive. Have the registration desk, badges, attendance list and programme ready 30 minutes before registration opens.

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.