Developer conference checklist

A developer conference needs more than a venue and a list of speakers. This checklist takes you from setting the date and confirming the program to registration, technical checks, catering, room setup, and event-day coordination. Start with the schedule and venue, then lock in speakers and technical requirements before opening registration. In the final week, focus on badges, presentations, workshop materials, route information, volunteer instructions, and a complete equipment check.

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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
Confirm speakers
2 people
Request technical requirements
2 people
Publish registration form
Send invitations
2 people
Send speaker information
Process registrations
Collect dietary requirements
Register workshop choices
Put the program online
Book catering
Reserve equipment
Export badge data
Print badges
2 people
Print program flyers
Collect speaker presentations
Check presentations technically
2 people
Set up the workshop rooms
2 people
Confirm catering order
Share route and parking
Create volunteer instructions
2 people
Sort materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Check the venue
2 people
Set up registration desk
3 people
Set up the room layout
4 people
Set up workshop tables
3 people
Clear the stage area
2 people
Set up projector and screen
2 people
Test microphones
2 people
Test Wi-Fi and power
2 people
Set up presentations
Hang up signage
2 people
Sort badges
2 people
Set up coffee stations
2 people
Set up the lunch buffet
3 people

Event

Welcome speakers
2 people
Register visitors
4 people
Distribute program
2 people
Serve coffee and tea
3 people
Guide the opening
2 people
Provide technical support for speakers
2 people
Monitor the schedule
Collect questions from the audience
2 people
Refill drinks
3 people
Provide coffee break
3 people
Serve lunch buffet
4 people
Serve diet meals
2 people
Support workshop rooms
4 people
Replenish workshop materials
2 people
Facilitate the networking session
3 people
Answer final questions
2 people
Handle the closing
2 people
See visitors out
3 people
Collect waste immediately
2 people
Clear away dishes
3 people

Aftercare

Secure equipment
2 people
Pack presentation materials
2 people
Put furniture back
4 people
Clear up the rooms
4 people
Clean the kitchen
2 people
Check sanitary facilities
Secure the waste containers
2 people
Hand over the venue
2 people
Return borrowed items
2 people
Return rental equipment
2 people
Register lost and found items
Send thank-you message
Archive recording files
Share presentations
Archive attendance list

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration deskqty 2
Speaker chairsqty 6
Stoolsqty 8
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Presentation clickerqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 12
HDMI cablesqty 6
HDMI adaptersqty 8
Wi-Fi hotspotsqty 3
Charging stationsqty 4
Power banksqty 8
Webcamsqty 2
USB sticksqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Pliersqty 8
Measuring cupsqty 3
Food containersqty 12
Aluminum foilqty 4

Decorations

Name badgesqty 120
Badge holdersqty 120
Program flyersqty 130
Directional signsqty 12
Registration signsqty 3
Table signsqty 20
Name badgesqty 20
Tableclothsqty 18
Pen holdersqty 20
Speaker signsqty 8

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setsqty 2
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm each speaker’s technical requirements before publishing the program. Ask for presentation files early enough to test video, sound, screen formats, HDMI adapters, and clickers before the conference day.
Open registration only after the main program, workshop choices, and venue details are stable. Export dietary requirements and workshop selections at least 3 days before the event so catering and room capacity can be checked.
Plan the registration desk for the first arrival wave, with printed badges, program flyers, pens, charging options, and a clear process for late or missing registrations. Keep badge data private and print a small buffer of spare badges.
Set up and test every workshop room before attendees arrive. Check the projector, screen, laptop, microphones, speakers, mixer, power strips, extension cords, Wi-Fi, and charging stations in the actual room where they will be used.
Confirm the catering order and chill drinks no later than the day before. Share the route and parking details with attendees, and give volunteers written instructions covering registration, room changes, speaker support, and emergencies.

Frequently asked questions

How far in advance should I organize a developer conference?: Set the date and reserve the venue at least 6 months ahead when possible. Confirm speakers and their technical requirements before opening registration, ideally 8 to 12 weeks before the event.
When should developer conference registration open?: Open registration once the date, venue, core program, and workshop capacity are confirmed. A practical lead time is 6 to 10 weeks before the conference, with dietary requirements and workshop choices collected during registration.
When should I collect speaker presentations?: Request final presentations at least 7 days before the event. Run the technical check no later than 2 days beforehand, then keep copies on a laptop and USB stick as a backup.
How many technical backups do I need for a developer conference?: Prepare at least one tested presentation laptop, one spare HDMI adapter, extra HDMI cables, power strips, extension cords, and a backup copy of every presentation. Check the full setup in each room before doors open, not just at the registration desk.

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.