Energy conference checklist: what to arrange and when

An energy conference depends on many linked details: the programme, speakers, registration, room layout, catering and presentation technology all need to be ready at the same time. Start with the date and venue, then work towards invitations, contracts and attendee information. In the final week, check every presentation, confirm the technical setup and prepare badges, signage and printed programmes. This checklist helps you keep the planning in order and avoid the details that are often left until the last minute.

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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 room layout
2 people
Approach speakers
2 people
Confirm speaker contracts
2 people
Write invitation text
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Request presentations
Confirm technical supplier
Create catering menu
2 people
Order catering quantities
Gather parking information
Create route and signage
2 people
Create badges and attendance list
2 people
Print program leaflets
2 people
Print name badges
2 people
Check presentations
2 people
Create technical run sheet
2 people
Send speaker briefing
Do the shopping
3 people
Collect equipment and materials
3 people
Bring materials to the venue
3 people

Event

Open hall
2 people
Set up the reception desk
2 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Set up the projection screen
2 people
Connect the projector
2 people
Install microphones
2 people
Connect the sound system
2 people
Load presentations onto laptop
Fully test technical setup
2 people
Adjust lighting and ventilation
Hang up signage
2 people
Lay out badges
2 people
Staff the registration table
3 people
Set out coffee and tea
2 people
Refill water stations
2 people
Welcome speakers
2 people
Guide speakers to the room
Welcome participants
3 people
Announce the opening
Technically support presentations
2 people
Monitor time and schedule
Collect questions from the audience
2 people
Set up coffee break
3 people
Refill drinks
2 people
Clear used dishes
2 people
Moderate panel discussion
2 people
Set out snacks
3 people
Set up buffet
4 people
Open the dinner buffet
2 people
Serve buffet and drinks
4 people
Serve diet meals
2 people
Clear tables during the event
3 people
Host the networking drinks reception
2 people
See off the last visitors
2 people

Aftercare

Switch off the equipment
2 people
Chill catering leftovers
2 people
Collect tableware
3 people
Sort and dispose of waste
3 people
Clear away hall tables and chairs
4 people
Clean the venue
3 people
Check and clean the restrooms
2 people
Inventory materials
2 people
Return borrowed items
2 people
Return equipment
2 people
Thank speakers
Send Thank-You Email to Participants
Share presentations with participants

What to bring

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

Furniture

Chairsqty 140
Congress tablesqty 18
Reception deskqty 2
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
High tablesqty 12

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3
Clickerqty 2
Laptop chargersqty 3

Lighting

LED spotlightsqty 8
Mood lightingqty 6

Tableware

Water glassesqty 160
Wine glassesqty 140
Coffee cupsqty 140
Dinner platesqty 150
Dessert platesqty 140
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Food warmersqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 8

Decorations

Table runnersqty 18
Name card holdersqty 140
Flower arrangementsqty 12
Ballpoint pensqty 160
Program leafletsqty 140
Name badgesqty 140
Notepadsqty 140
Table numbersqty 18
Directional signsqty 12
Registration sign

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 3
Spongesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Lock the programme and room layout before sending invitations. The seating plan, stage sections, speaker table, projection screen and reception desk affect both registration and technical planning.
Approach speakers early and set a clear deadline for contracts, biographies, presentation files and technical requirements. Ask for final presentations at least 7 days before the conference so they can be checked on the presentation laptop.
Close registration several days before the event and turn the responses into practical lists. Record dietary requirements, speaker information, parking details and attendance names before printing badges and the attendance list.
Build the technical run sheet around every presentation, not just the opening session. Test the projector, screen, wireless microphones, audio mixer, speakers, HDMI cables, USB-C adapters and clicker together at the venue.
Prepare a venue delivery plan for the final day. Count chairs, tables, glasses, cups, plates, cutlery, extension cords and power strips before loading them, and bring all materials to the venue early enough for setup and a full sound check.

Frequently asked questions

How far in advance should I start planning an energy conference?: Start at least 3 to 6 months before the conference, especially if you need external speakers or a specialist technical supplier. Set the date, programme framework and venue first, then allow time for contracts, invitations and registration.
When should I send energy conference invitations?: Send invitations about 6 to 8 weeks before the event, once the date, venue and main programme are confirmed. Keep registration open long enough to collect attendance numbers and dietary requirements before ordering catering.
How many days before an energy conference should presentations be submitted?: Ask speakers for their final presentations at least 7 days before the conference. Check every file on the presentation laptop, including fonts, videos, aspect ratio and any HDMI or USB-C connection needs.
When should I order catering for an energy conference?: Place the catering order after registration has produced a reliable attendee count, usually 7 to 10 days before the event. Include speakers and staff, then confirm dietary requirements and the serving schedule with the caterer.

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.