Donor conference checklist and planning guide

A donor conference depends on more than a strong programme. You need confirmed speakers, accurate registrations, clear arrival information and a room that is ready before the first guest arrives. Start with the date and venue, then build the programme and invitees before moving to catering, equipment and printed materials. Use this checklist to keep deadlines visible, catch missing dietary information and test presentations, microphones and connections before the event day.

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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

Confirm date and location
2 people
Create the program
2 people
Approach speakers
2 people
Confirm speakers
2 people
Design invitations
2 people
Send invitations
2 people
Process registrations
2 people
Send reminder
Collect dietary requirements
Check participant list
2 people
Make name badges
2 people
Collect presentations
Check presentations
2 people
Print the program
2 people
Make reservations
Order catering
2 people
Reserve equipment
Create parking information
Design route signs
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check the Venue
2 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 area
3 people
Connect the projector
2 people
Test microphones
2 people
Set up presentations
2 people
Check the lighting
2 people
Hang decorations
3 people
Put up route signs
2 people
Set up buffet
4 people
Set up coffee station
2 people
Check catering
2 people
Brief reception team
3 people

Event

Register participants
3 people
Welcome guests
2 people
Distribute program
2 people
Give the opening speech
Announce the speaker
Guide presentation
2 people
Moderate the Q&A
2 people
Serve coffee break
4 people
Refill drinks
2 people
Guide speakers
2 people
Operate equipment
2 people
Manage microphones
Open the dinner buffet
3 people
Serve dinner
5 people
Restock the buffet
3 people
Refill drinks
2 people
Show allergy information
Host the networking drinks reception
3 people
Serve snacks
3 people
Deliver the closing thank-you speech
Guide departures
2 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Clear buffet
3 people
Switch off equipment
2 people
Secure presentations
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Clean the kitchen
3 people
Inventory materials
2 people
Return rental items
2 people
Store leftover catering
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Changing room table

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone stand
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Power banksqty 4

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 110
Water glassesqty 120
Wine glassesqty 110
Coffee spoonsqty 110
Dinner cutlery setsqty 110
Serving spoonsqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 2
Water jugsqty 10
Serving traysqty 12
Small bowlsqty 16
Food warmersqty 6

Office

Name badgesqty 110
Name badge holdersqty 110
Programsqty 110
Pensqty 120
Notepadsqty 110
Presentation folder
Registration listsqty 4
Tapeqty 4
Scissorsqty 3
Markersqty 6

Decorations

Tableclothsqty 16
Flower arrangementsqty 8
Stage backdrop
Flagsqty 8
Welcome sign
Route signsqty 6
Table numbersqty 12

Lighting

Atmosphere lightsqty 8
LED spotlightsqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Waste binsqty 8

Catering

Groceries

Tips

Confirm the date and venue before approaching speakers or sending invitations. Once the programme is taking shape, allow enough time to confirm every speaker and collect their presentation files before printing the final programme.
Set a registration deadline and review the participant list at least one week before the conference. Use the same review to collect dietary requirements, prepare name badges and send a practical reminder with arrival and parking information.
Treat the technical setup as a separate check, not a last-minute task. Test the projector, screen, laptop, HDMI cables, presentation clicker, microphones, audio mixer and speakers in the room before guests arrive.
Plan catering against the confirmed headcount, including coffee, water and refreshments between sessions. Chill drinks and prepare snacks before opening the venue, and check that plates, cups, glasses, cutlery and serving utensils are available.
Allow at least 60 minutes for venue setup on the day. Arrange the registration desk, tables, chairs, buffet tables and speaker seating, then place route signs and check power points, extension cords and power strips before opening the doors.

Frequently asked questions

How far in advance should I organise a donor conference?: Start planning at least 8 to 12 weeks before the conference. Confirm the date and venue first, then allow time for speaker confirmations, invitations, registrations, catering and equipment reservations.
When should donor conference invitations be sent?: Send invitations about 6 to 8 weeks before the event, once the date, location and main programme details are confirmed. Set a registration deadline around 10 days before the conference so you can order catering and prepare badges.
When should I confirm dietary requirements for a donor conference?: Ask for dietary requirements during registration and review the responses 7 to 10 days before the event. Give the final numbers to the caterer when you confirm the headcount.
How early should I arrive to set up a donor conference?: Plan to open the venue at least 60 minutes before guests arrive, and allow extra time if you need to test audio-visual equipment. Complete the room, registration desk, catering area and signage checks 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.