Economic forum planning checklist

An economic forum depends on a clear programme, confirmed speakers and reliable event logistics. Start by securing the date and venue, then work through invitations, registration, catering and technical planning in sequence. Speaker information and presentations often arrive later than expected, so set firm deadlines before the final programme is published. This checklist covers the practical work from the first decisions through name badges, directions, the run sheet and the final materials 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

Confirm date and location
2 people
Set the program and theme
3 people
Select speakers
2 people
Invite speakers
Confirm host
Book catering
Reserve equipment
Determine room layout
2 people
Draft invitation
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Request speaker information
Collect presentations
Finalize the program
2 people
Design name badges
Print name badges
Confirm registrations
Share catering numbers
Confirm speaker schedule
Check the technical plan
2 people
Send directions
Print the run sheet
Check materials
2 people
Do the shopping
2 people
Purchase refrigerated products
Chill drinks
2 people
Compile the speakers' folder
Prepare registration table
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage area
3 people
Connect the projector
2 people
Test microphones
2 people
Test presentations
2 people
Set up coffee station
2 people
Set up buffet tables
3 people
Lay out name badges

Event

Welcome speakers
2 people
Register visitors
3 people
Distribute program
2 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Announce the speakers
Operate microphones
Play presentations
Refill drinks
2 people
Refill coffee and tea
2 people
Serve snacks
3 people
Moderate panel discussion
2 people
Restock break buffet
3 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Serve diet meals
2 people
Clear tables
3 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
3 people
Wave goodbye to visitors
2 people

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clear the hall
5 people
Put tables and chairs back
4 people
Wash dishes
3 people
Clean coffee station
2 people
Clean the buffet
2 people
Clean the room
3 people
Collect lost and found items
Inventory materials
2 people
Return rental items
2 people
Return technical equipment
2 people
Thank speakers
Send Thank-You Email to Participants

What to bring

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

Furniture

Registration tablesqty 2
Buffet tablesqty 6
Bistro tablesqty 12
Chairsqty 140
Speaker table
Speaker chairsqty 6
Lectern
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Laser pointerqty 2
Extension cordsqty 4
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 150
Water glassesqty 150
Wine glassesqty 140
Platesqty 160
Cutlery setsqty 160
Serving utensilsqty 20
Coffee potsqty 6
Thermos flasksqty 8
Water carafesqty 12
Serving plattersqty 16
Serving trays with lidsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Food warmersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 12
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 18
Name card holdersqty 140
Program leafletsqty 140
Backdrop banner
Directional signsqty 8

Lighting

LED spotlightsqty 6
Standing lampsqty 4

Cleaning

Waste sorting binsqty 4
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Set the programme structure before sending invitations. Confirm the theme, session lengths, host and speakers first, then include realistic arrival and changeover times in the invitation.
Give speakers a firm deadline for their biography, presentation and technical requirements. Collect the final presentations before the last programme version is circulated, so the laptop, projector and adapters can be tested with the actual files.
Close registration in time to confirm catering numbers. Allow at least 3 business days to send dietary requirements and the final headcount to the caterer, rather than estimating from the number of invitations sent.
Plan the room around movement as well as seating. Leave clear routes between the registration tables, buffet tables, speaker table, lectern and exits, and check that microphone stands and presentation cables cannot become trip hazards.
Print a run sheet and name badges before the event day, then carry out one complete materials check. Test the projector, screen, microphones, speakers, mixing desk, clicker and HDMI adapters from the position where each presenter will use them.

Frequently asked questions

How far in advance should I organise an economic forum?: Begin planning at least 8 to 12 weeks before the forum. Secure the venue and speakers first, then allow the final 2 weeks for registration follow-up, dietary requirements, presentations, name badges and technical checks.
When should invitations for an economic forum be sent?: Send invitations once the date, venue, theme and initial programme are confirmed, usually 6 to 8 weeks before the event. Set the registration deadline at least 7 days before the forum so catering numbers and name badges can be completed.
When should speakers submit their presentations?: Ask for presentations and speaker information no later than 5 business days before the forum. Reserve the final 2 business days for checking files, testing formats and loading the approved presentations onto the event laptop.
How do I plan the technical setup for an economic forum?: Complete the technical plan at least 1 week in advance and test it again on the day. Check the projector, screen, laptop, HDMI cables and adapters, microphones, speakers, mixing desk, power strips and presentation clicker with every connection in place.

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.