Education conference checklist: what to arrange and when

An education conference depends on more than a strong programme. You need confirmed speakers, accurate registration data, working presentation equipment, clear room setup, catering, and printed materials ready on time. This checklist puts the work in a practical order, from choosing the date and venue to opening the halls on the day. It also highlights details that are easy to leave until the last minute, such as dietary requirements, presentation files, name badges, certificates, transport information, and backup cables.

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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 the venue and rooms
2 people
Invite speakers
2 people
Collect speaker information
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Send transportation information
Put the program online
Prepare name tag list
Place catering order
2 people
Test the equipment
2 people
Collect presentations
Check presentations
2 people
Print the run sheet
Print name badges
2 people
Print participant list
Prepare certificates
2 people
Sort materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Remind the speakers

Event

Open venue
2 people
Check the halls
2 people
Set up the entrance desk
2 people
Lay out registration materials
2 people
Sort name tags
2 people
Set up tables and chairs
4 people
Install stage backdrop
2 people
Set up projector and screen
2 people
Set up microphones
2 people
Load presentations
2 people
Set up flip charts
2 people
Hang WiFi information
Set up coffee station
3 people
Set up the lunch buffet
4 people
Welcome speakers
2 people
Brief speakers
2 people
Register participants
4 people
Serve coffee and tea
3 people
Guide the opening
2 people
Announce the speakers
Operate technology during sessions
2 people
Monitor schedule during sessions
Refill drinks
2 people
Announce breaks
Restock break buffet
3 people
Collect questions from the audience
2 people
Set up the networking drinks reception
4 people
Serve snacks
4 people
Serve drinks
3 people
Refill drinks
2 people
Support the evening program
2 people
Present Certificates
2 people
Handle the closing
2 people
See participants off
3 people

Aftercare

Collect tableware
4 people
Collect waste
3 people
Put furniture back
4 people
Switch off equipment
2 people
Pack up materials
3 people
Clean the rooms
4 people
Clean the kitchen and buffet
3 people
Lock up the venue
2 people
Wash dishes
3 people
Return borrowed materials
2 people
Store equipment safely
2 people
Check leftovers
2 people
Send thank-you emails
Share presentations

What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Foldable tablesqty 6
Speaker table
Bar stoolsqty 6

Tableware

Coffee cupsqty 130
Water glassesqty 130
Platesqty 130
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving plattersqty 12
Coffee potsqty 6
Water jugsqty 12

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickersqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
USB sticksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving spoonsqty 12
Bread knivesqty 3
Cutting boardsqty 4
Corkscrewsqty 3
Bottle openersqty 3

Presentation

Flip chartsqty 6
Flipchart padsqty 12
Markersqty 48
Notepadsqty 130
Ballpoint pensqty 150
Name badge holdersqty 130
Pen holdersqty 12
Presentation foldersqty 10
Wayfinding signsqty 12
Adhesive tapeqty 8
Scissorsqty 4

Decorations

Tableclothsqty 18
Stage backdrop
Flower arrangementsqty 6
Serving traysqty 8

Lighting

LED table lampsqty 8

Cleaning

Bucketsqty 4
Cleaning clothsqty 24
Waste binsqty 10
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, programme, rooms, and speaker invitations early enough to allow several weeks for replies. Collect speaker details as soon as they accept, including presentation titles, technical needs, travel information, and the spelling needed for badges and certificates.
Close registration before you place the catering order. Use the final participant list to check dietary requirements, prepare name badges, print attendance materials, and order enough meals, coffee, water, cups, plates, and cutlery.
Set a firm deadline for presentations, then check every file before the conference. Test each laptop, projector, screen, microphone, clicker, mixer, extension cord, power strip, and cable route in the room where it will be used.
Prepare the operational paperwork at least one working day before the event. Print the run sheet, participant list, name badges, certificates, and transport information, then sort materials by room or session rather than leaving them in one box.
Allow time for venue access before participants arrive. Open the venue, check every hall, arrange chairs and tables, chill drinks, set up coffee equipment, and run a sound and projection test before the first speaker is due.

Frequently asked questions

How far in advance should I plan an education conference?: Start planning at least 12 weeks before the conference if you need external speakers, multiple rooms, registration, catering, and technical equipment. Confirm the venue and programme first, then set deadlines for speakers, registration, presentations, and printed materials.
When should I close registration for an education conference?: Close registration 5 to 7 days before the event when possible. That gives you time to process registrations, collect dietary requirements, finalise the participant list, order catering, and print name badges and certificates.
When should speakers send their presentations?: Ask speakers to send presentations at least 3 working days before the conference. Check the files before event day and keep copies on more than one USB stick or laptop so a last-minute file problem does not delay a session.
How early should the venue be opened on conference day?: Open the venue at least 2 hours before the first participant arrives. Use that time to check the halls, arrange furniture, prepare coffee and water, test microphones and projectors, place materials, and resolve missing equipment or cables.

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.