Economics conference checklist

An economics conference depends on many small handovers: speakers need to submit presentations, catering needs final numbers, and the registration desk needs accurate badges and lists. Start with the program and venue, then move through invitations, registrations, transport and technical checks. In the final week, confirm dietary requirements, test every presentation and prepare printed materials. This checklist covers the planning sequence, including the equipment and room setup needed for a smooth conference 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

Finalize the program
2 people
Confirm speakers
Request presentations
Reserve venue
Book catering
Reserve audiovisual equipment
Draft invitations
2 people
Send invitations
Register sign-ups
Send registration confirmations
Collect dietary requirements
Share transportation information
Collect speaker information
Design name badges
Lay out the program booklets
Check presentations
2 people
Share catering numbers
Compile the press list
Send press invitations
Create final participant list
Print name badges
2 people
Print program booklets
2 people
Print direction signs
Do the shopping
3 people
Bring materials to the venue
3 people
Inspect venue
2 people
Set up the registration table
2 people
Set out the room layout
4 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage area
3 people
Connect the projector
2 people
Set up projection screen
2 people
Test microphones
2 people
Load presentations
Test sound system
2 people
Set up lighting
2 people
Lay out registration materials
2 people
Sort name tags
2 people
Set up coffee station
3 people
Set up buffet
4 people
Chill drinks
2 people
Prepare the lunch buffet
4 people
Label diet meals
2 people
Give a speaker briefing
2 people

Event

Start background music
Register visitors
4 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Open the congress
Guide speakers
2 people
Present presentations
Manage microphones
2 people
Keep track of the schedule
Collect questions from the audience
2 people
Refill drinks
3 people
Provide coffee break
3 people
Restock coffee equipment
2 people
Serve lunch buffet
5 people
Serve diet meals
2 people
Restock the buffet
3 people
Take the dishes to the kitchen
2 people
Set up the networking drinks reception
3 people
Serve snacks
4 people
Close the congress
Guide visitors out
2 people
Collect lost and found items

Aftercare

Pack leftovers safely
3 people
Switch off equipment
2 people
Dismantle equipment
3 people
Remove decorations
3 people
Wash dishes
3 people
Separate waste
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Clean the kitchen
2 people
Check toilets
Return materials
3 people
Return rented equipment
2 people
Thank speakers
Send thank-you message
Provide presentations
Archive participant list
Collect invoices
Share photos

What to bring

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

Furniture

Conference chairsqty 120
Rectangular tablesqty 12
Registration desk
Buffet tablesqty 6
Stoolsqty 8
Lectern
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Presentation clickerqty 2
Flip chartsqty 3
Flipchart markersqty 12
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Small bowlsqty 20
Serving plattersqty 12

Catering

Coffee urnsqty 2
Drink dispensersqty 4
Chafing dishesqty 6
Buffet platesqty 8
Bread basketsqty 8
Cooling carafeqty 8
Groceries

Decorations

Tableclothsqty 18
Table runnersqty 12
Name badge holdersqty 120
Pensqty 140
Program bookletsqty 130
Route signsqty 10
Arrow stickersqty 30
Menusqty 12
Flower arrangementsqty 8
Table number cardsqty 12

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 10

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Washing-up tubsqty 3
Litter pickersqty 2

Tips

Lock the program before sending invitations. Once the schedule is stable, request presentations from every speaker and include a clear submission deadline so the program booklet and technical checks do not slip.
Set a registration deadline that gives you at least 5 working days to create the final participant list, collect dietary requirements and share confirmed catering numbers.
Check the presentation setup before guests arrive. Test the projector, screen, laptops, HDMI cables and adapters, then verify wireless microphones, speakers, the audio mixer and the presentation clicker.
Prepare the registration area the day before when possible. Put the desk, printed name badges, participant list and direction signs together so check-in does not depend on last-minute printing.
Pack venue materials as one labeled load, not as separate errands. Include printed booklets, badges, signs, flip charts, markers, power banks, extension cords and power strips before leaving for the venue.

Frequently asked questions

How far in advance should I plan an economics conference?: Start at least 8 to 12 weeks before the conference. Reserve the venue, confirm speakers and finalize the program first; invitations and registration can follow once those details are reliable.
When should I send invitations for an economics conference?: Send invitations 6 to 8 weeks before the event if attendees need to arrange travel. Keep registration open for around 3 to 4 weeks, leaving at least 5 working days afterward to finalize catering and badges.
When should speakers submit their presentations?: Request presentations no later than 7 days before the conference. Review every file at least 2 working days before the event and test it on the laptop, projector and screen you will use onsite.
How many microphones and HDMI adapters do I need?: Plan one wireless microphone per active speaker or panel position, plus one lectern microphone if the format requires it. Keep at least two HDMI adapters available when presenters use different laptops, and test each connection before registration opens.

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