Customer conference checklist: what to arrange and when

A customer conference involves more than confirming a venue and inviting guests. You need a clear programme, confirmed speakers, working presentation equipment, registration details, catering information and a practical setup plan. Start with the date, location and programme, then move to invitations and registration before confirming food, technology and deliveries. Use the final days for name badges, participant lists, fresh supplies and a complete technical check.

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

Confirm date and location
2 people
Compile program
2 people
Confirm speakers
2 people
Collect presentations
Send invitations
2 people
Open the registration form
Book catering
2 people
Reserve equipment
Confirm reservations
Process registrations
2 people
Collect dietary requirements
Send reminder
Make name badges
2 people
Print participant list
Confirm catering details
Confirm technical details
Check the shopping list
Do the shopping
2 people
Buy fresh products
2 people
Collect materials
2 people
Open venue
2 people
Receive deliveries
2 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Install stage backdrop
2 people
Set up the presentation area
2 people
Set up the projector and screen
2 people
Set up microphones
2 people
Connect the sound system
2 people
Test presentations
2 people
Test Wi-Fi and power
Lay out registration materials
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out tableware and cutlery
2 people
Lay out name badges
Hang up signage
2 people
Briefing for reception team
2 people

Event

Welcome speakers
2 people
Register guests
3 people
Serve welcome drinks
3 people
Guide the opening
2 people
Facilitate presentations
2 people
Set up coffee break
3 people
Refill coffee and tea
2 people
Serve break snacks
3 people
Collect tableware
2 people
Guide the afternoon program
2 people
Refill drinks
2 people
Set up the dinner buffet
4 people
Label diet meals
2 people
Refill the dinner buffet
3 people
Serve dinner
4 people
Collect used dishes
3 people
Support the evening program
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide the farewell
2 people
See off guests
2 people

Aftercare

Store leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear away furniture
4 people
Switch off the equipment
2 people
Dismantle technical equipment
2 people
Clean the venue
3 people
Check toilets
Pack up materials
2 people
Return rental items
2 people
Process leftover groceries
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Registration desk
Speaker table
Bar stoolsqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12

Decorations

Name badgesqty 70
Badge holdersqty 70
Table runnersqty 10
Flower arrangementsqty 8
Welcome sign
Program standsqty 6
Directional signsqty 8

Lighting

Atmosphere lightsqty 8
String lightsqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Bucketsqty 3
Microfiber clothsqty 12
Spongesqty 6

Catering

Groceries

Tips

Set the date and location before opening registration, then allow enough time to confirm speakers and collect presentations. A programme that changes after invitations go out creates extra work for registration and catering.
Open registration as soon as the programme and speakers are stable. Set a deadline for dietary requirements and send a reminder several days before the conference so you are not chasing responses on the final day.
Check every presentation connection before guests arrive. Test the laptop, projector, screen, HDMI cables, adapters, microphones, speakers, mixer and clicker together, not just one item at a time.
Plan the venue layout around the registration desk, speaker table, seating and technical equipment. Put extension cords and power strips where they cannot become a trip hazard, and keep spare power banks available for long sessions.
Finish the practical run-through on the day before the conference. Confirm catering quantities, receive or schedule deliveries, print the participant list, prepare name badges and separate fresh products for same-day setup.

Frequently asked questions

How far in advance should I start planning a customer conference?: Start at least 8 to 12 weeks before the event. Confirm the date, location, programme and speakers first; invitations and registration can follow once those details are reliable.
When should I send customer conference invitations?: Send the first invitation 6 to 8 weeks before the conference, once the main programme and speakers are confirmed. Send a reminder about 7 days before the event with the arrival time and venue details.
When should I collect dietary requirements for a customer conference?: Ask for dietary requirements during registration and set a response deadline around 10 to 14 days before the event. Confirm the final numbers with the caterer several days before the conference.
What should I check the day before a customer conference?: Check the room layout, registration desk, deliveries, catering details and all presentation equipment the day before. Print the participant list and name badges, and test every microphone, cable and adapter before doors open.

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.