Entertainment conference checklist: what to arrange and when

An entertainment conference depends on more than a finished programme. You need confirmed speakers, a workable room layout, reliable presentation equipment, catering, registration, and clear transport arrangements. This checklist puts the work in a sensible order, from booking the venue and opening registration to checking presentations and bringing materials on site. It also highlights details that are easy to leave until the last week, such as dietary requirements, name badges, hotel rooms, and technical checks.

Organize this event for free with Lizzt

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
2 people
Confirm host
Confirm panelists
2 people
Reserve the venue and rooms
2 people
Book catering
2 people
Book technical support
2 people
Book photographer
Publish registration form
Send invitations
2 people
Post promotion on social media
2 people
Send press invitations
Process registrations
2 people
Collect dietary requirements
Book hotel rooms for speakers
Arrange Transport for Speakers
Collect speaker information
2 people
Collect presentations
2 people
Check presentations technically
2 people
Print name badges
2 people
Print participant list
Print the run sheet
Send speaker briefing
Do the shopping
3 people
Bring materials to the venue
3 people
Open venue
2 people
Set up registration desk
3 people
Set out the room layout
4 people
Set up chairs and tables
5 people
Set up the stage and podium table
3 people
Set up screen and projector
3 people
Connect the sound system
3 people
Test microphones
2 people
Set up presentations
2 people
Set up lighting
2 people
Hang up decorations
3 people
Set up catering
4 people
Chill drinks
2 people
Set out name badges
2 people
Hold a technical briefing
4 people
Welcome speakers
3 people
Set up speaker room
2 people
Brief the registration team
2 people

Event

Receive participants
5 people
Hand out name badges
3 people
Serve welcome drinks
4 people
Assist with opening program
3 people
Provide technical support for the keynote
2 people
Collect questions from the audience
2 people
Serve coffee break
5 people
Refill drinks
3 people
Moderate panel discussion
3 people
Operate panel microphones
2 people
Open breakout sessions
4 people
Support breakout sessions
6 people
Set up the networking drinks reception
5 people
Serve snacks
5 people
Refill drinks
3 people
Announce evening program
2 people
Coordinate the entertainment program
3 people
Operate lighting and sound
2 people
Open the dinner buffet
5 people
Refill the dinner buffet
4 people
Serve dessert
4 people
Lead closing speech
2 people
See off guests and manage departure
4 people

Aftercare

Collect lost and found items
2 people
Collect waste
4 people
Wash dishes
4 people
Pack leftover catering
3 people
Switch off equipment
2 people
Dismantle technical equipment
3 people
Put furniture back
4 people
Remove decorations
3 people
Clean the rooms
4 people
Check toilets
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Send photos to participants
Send thank-you message
Share presentations with participants

What to bring

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

Furniture

Conference chairsqty 180
Tablesqty 24
Tall cocktail tablesqty 12
Stage sectionsqty 4
Speaker table
Bar stoolsqty 12
Coat racksqty 4
Clothes hangersqty 180

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Presentation clickerqty 2
Wireless microphonesqty 6
Microphone standsqty 3
Mixer
Speakersqty 4
DI boxesqty 2
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 6
USB-C adaptersqty 6
Power banksqty 4
Walkie-talkiesqty 6
Camera
Tripodqty 2

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4

Tableware

Water glassesqty 220
Wine glassesqty 180
Coffee cupsqty 180
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 200
Serving spoonsqty 12
Serving plattersqty 20
Snack serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Buffet traysqty 12
Serving traysqty 16
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4

Registration

Name badge holdersqty 180
Lanyardsqty 180
Registration badgesqty 200
Clipboardsqty 6
Ballpoint pensqty 40
Notepadsqty 180
Program flyersqty 200
Paper bagsqty 200

Decorations

Congress bannersqty 3
Directional signsqty 12
Tablecloth setsqty 24
Flower arrangementsqty 10
Name stickersqty 200
Arrow stickersqty 24

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Lock the programme before promoting the conference. Confirm the host, speakers, and panelists first, then allow time to collect presentation files and speaker information.
Set a deadline for registrations and dietary requirements at least 7 days before the event. This gives the caterer time to adjust quantities and gives you a reliable participant list.
Run a technical check for every presentation no later than 1 day before the conference. Test the projector, screens, laptops, clicker, microphones, HDMI cables, and USB-C adapters rather than relying on presenters’ own equipment.
Prepare the event-day paperwork at least 2 days in advance. Print name badges, the participant list, and the run sheet, and send the speaker briefing before people arrive at the venue.
Confirm speaker hotels and transport at least 1 week before the event. Share collection times, contact details, and a simple schedule so speakers are not left arranging travel between sessions.

Frequently asked questions

How far in advance should I organise an entertainment conference?: Start at least 12 weeks before the conference if you need to secure speakers, rooms, catering, technical support, and promotion. Use the final 2 weeks for confirmations, registration data, presentation checks, and printing.
When should speakers submit their presentations?: Set the deadline 7 days before the event. Check every file technically at least 1 day before the conference and keep a copy on the event laptop as a backup.
How many microphones do I need for an entertainment conference?: Plan one working microphone for the host and each speaker or panelist who needs to speak at the same time, plus at least 1 spare if the programme depends on live discussion. Test the wireless microphones, stands, mixer, speakers, and DI boxes together.
When should I collect dietary requirements from attendees?: Ask for dietary requirements during registration and close the request list at least 7 days before the event. Send the final numbers to the caterer after registration closes, then keep the list available for the catering team.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!