Executive conference planning checklist

An executive conference depends on many linked details: the program, speakers, registrations, accommodation, transport, meeting rooms, catering, and presentation equipment. Start with the date, location, theme, and schedule, then work outward to invitations and participant information. In the final weeks, confirm dietary requirements, presentations, room layouts, badges, printed programs, and technical connections. This checklist helps you keep the planning sequence clear, including the small items that are often left until the last 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

Confirm date and location
2 people
Set the program and theme
3 people
Invite speakers
Collect speaker details
Draft invitations
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Reserve hotel rooms
Arrange transportation for guests
Book catering
Reserve equipment
Reserve meeting rooms
Request presentations
Update participant list
Design name badges
Print the program
Confirm participants
Send diet list to the kitchen
Check presentations
2 people
Make name badges
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Pick up the equipment
2 people
Check the venue
2 people
Set out the room layout
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Set up presentations
Test the equipment
2 people
Set up coffee station
2 people
Set up buffet
3 people
Set the table
3 people
Hang up decorations
2 people
Check the lighting
Put up route signs
Brief the registration team

Event

Welcome speakers
2 people
Register participants
3 people
Serve welcome coffee
2 people
Lead the opening session
2 people
Provide technical support for presentations
2 people
Refill drinks
2 people
Set up coffee break
2 people
Serve coffee break
3 people
Collect used cups
2 people
Set up breakout rooms
2 people
Facilitate breakout sessions
4 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Support the evening program
2 people
Hand out the question microphone
Serve dessert and coffee
3 people
Hand out farewell gifts
2 people
See participants off
2 people
Sort waste immediately
2 people

Aftercare

Switch off the equipment
2 people
Pack up equipment
2 people
Take down the buffet
3 people
Take down tables and chairs
4 people
Wash dishes
3 people
Clean the venue
3 people
Remove decorations
2 people
Dispose of waste
2 people
Collect lost and found items
Return rental items
2 people
Store leftover stock
2 people
Archive presentations
Send thank-you messages
Check invoices

What to bring

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

Furniture

Chairsqty 50
Congress tablesqty 8
Buffet tablesqty 4
Registration desk
Speaker table
Stage sectionsqty 4
Coat racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Power stripsqty 6
Extension cordsqty 6
Flip chartsqty 4
Flipchart markersqty 16
Clickerqty 2

Tableware

Dinner platesqty 55
Dessert platesqty 55
Coffee cupsqty 55
Water glassesqty 60
Wine glassesqty 55
Coffee spoonsqty 55
Dinner cutlery setsqty 55
Serving spoonsqty 12
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Food warmersqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 6
Serving utensilsqty 12

Decorations

Name badge holdersqty 50
Name badgesqty 50
Table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Route signsqty 6
Pensqty 60
Notepadsqty 50
Program leafletsqty 50

Lighting

Standing lampsqty 4
LED light stringsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Set the program before sending invitations. Speaker availability, session times, room requirements, and the event theme affect the invitation wording and registration form.
Collect speaker information early, including presentation files and technical requirements. Request final presentations before the conference rather than discovering missing files during setup.
Close registration with enough time to process dietary requirements and send the final diet list to the kitchen. Update the participant list before printing badges and the program.
Test the complete presentation setup in the actual meeting room: projector, screen, laptop, HDMI cables, adapters, microphones, speakers, mixer, clicker, and power connections.
Do a separate final check for guest comfort and service items. Count chairs, tables, coat racks, water and wine glasses, coffee cups, plates, cutlery, serving spoons, and platters before catering arrives.

Frequently asked questions

How far in advance should I start planning an executive conference?: Start at least 12 weeks before the conference for the date, location, theme, program, speakers, rooms, accommodation, transport, catering, and equipment. Begin earlier if several senior speakers or overnight stays are involved.
When should I send invitations for an executive conference?: Send invitations once the date, location, core program, and registration form are ready, preferably 8 to 10 weeks before the event. Keep registrations open long enough to collect dietary requirements and travel details.
When should final presentations be submitted?: Request final presentations no later than 5 business days before the conference. Check every file on the presentation laptop and test it with the projector, screen, clicker, and available HDMI adapters.
How many name badges and printed programs should I prepare?: Prepare one name badge and one printed program for every confirmed participant, speaker, and staff member, plus around 5% extra. Finalize the participant list at least 2 business days before printing.

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.