Franchise conference checklist: what to arrange and when

A franchise conference needs more than a venue and a programme. Speakers, sponsors, exhibitors, catering, registration, hotel rooms and presentation equipment all have deadlines that affect one another. Use this checklist to work from the conference date backwards, then leave time for final confirmations and on-site checks. The tasks and equipment are already organised for you, so you can focus on timing, responsibilities and the details attendees tend to notice first.

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

Set the conference date
2 people
Compile program
3 people
Confirm speakers
2 people
Reserve venue
2 people
Book catering
2 people
Reserve equipment
2 people
Send invitations
2 people
Open the registration form
Approach sponsors
2 people
Arrange trade show booths
2 people
Process registrations
2 people
Collect dietary requirements
Confirm hotel rooms
Send parking information
Publish the program
2 people
Design name badges
Collect presentations
Check presentations
2 people
Order print materials
Make route signs
Print badges
2 people
Fill conference folders
3 people
Confirm deliveries
Check the weather forecast
Do the shopping
2 people
Pick up the equipment
2 people
Sort materials
2 people
Open venue
2 people
Ventilate the rooms
2 people
Set up registration desk
2 people
Set up tables
4 people
Set up chairs
4 people
Set up exhibition booths
4 people
Set up stage area
3 people
Connect the sound system
2 people
Test presentations
2 people
Set up lighting
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
3 people
Set out the conference folders
2 people
Put up route signs
2 people
Brief the reception team
4 people

Event

Welcome speakers
2 people
Register visitors
4 people
Hand out badges
2 people
Serve welcome coffee
3 people
Guide the opening
2 people
Announce the program
Support presentations
2 people
Manage microphones
Refill drinks
3 people
Restock the coffee station
2 people
Serve break snacks
3 people
Support exhibition booths
2 people
Moderate the Q&A
2 people
Set up dinner buffet
4 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Clear tables
3 people
Support the evening program
2 people
Host the networking drinks reception
4 people
Collect glasses and tableware
3 people
Collect lost and found items
See visitors out
2 people

Aftercare

Cool catering leftovers
2 people
Collect waste
3 people
Wash dishes
3 people
Clean rooms
4 people
Put furniture back
4 people
Switch off the equipment
2 people
Remove decorations
2 people
Lock up the venue
2 people
Inventory materials
2 people
Return rental items
2 people
Clear away leftover catering
2 people
Send thank-you email
Check invoices
Share presentations
Archive participant list

What to bring

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

Furniture

Conference tablesqty 12
Chairsqty 120
Beer tablesqty 8
Buffet tablesqty 6
Registration deskqty 2
Speaker chairsqty 6
Dressing room tablesqty 2
High tablesqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
VGA adaptersqty 2
Microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4
Cable traysqty 12
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150
Coffee spoonsqty 120
Serving plattersqty 20
Serving tongsqty 10
Carafesqty 12

Decorations

Tableclothsqty 20
Name badge holdersqty 120
Buntingqty 8
Flower arrangementsqty 12
Welcome sign
Route signsqty 8
Table signsqty 12
Pen holdersqty 12

Lighting

LED light stringsqty 6
LED spotlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 12
Serving traysqty 8
Bread basketsqty 8
Ice packsqty 16

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and venue before confirming speakers, sponsors or exhibitors. Once the room layout is known, check that you have enough conference tables, chairs, registration furniture, high tables and buffet space for the planned attendance.
Open registration as soon as the programme and speaker list are stable. Set a clear deadline for dietary requirements and hotel-room requests, then give the caterer the final numbers after registrations are processed.
Collect presentation files before the event rather than relying on presenters to arrive with them. Check every file on the conference laptop, including videos, fonts, aspect ratio and compatibility with the projector, screen, HDMI cables and VGA adapters.
Build a separate arrival plan for deliveries, exhibitors and speakers. Confirm when the trade show booths, print materials, badges, folders, microphones, speakers and other equipment will arrive, and who will check each delivery.
Do a full room and technology check before attendees arrive. Test microphones, mixer, speakers, clicker, extension cords and power strips, secure cables in trays, place route signs, and keep power banks available for speakers and registration staff.

Frequently asked questions

How far in advance should I start planning a franchise conference?: Start at least 6 months before the conference date. Secure the venue, programme framework, speakers and catering first, then allow the final 4 to 6 weeks for registration, hotel details, print materials and technical checks.
When should franchise conference invitations and registration open?: Send invitations and open registration once the venue, date and core programme are confirmed, ideally 10 to 12 weeks before the event. Set the dietary-requirements deadline about 2 weeks before the conference so catering numbers can be finalised.
How many presentations should be checked before a conference?: Check 100% of presentations before the event, not just the keynote files. Collect them at least 3 days in advance and test them on the actual laptop, projector, screen and presentation clicker you plan to use.
When should I confirm hotel rooms and parking information?: Confirm hotel-room allocations and attendee requirements no later than 4 weeks before the conference. Send parking and arrival information at least 7 days before the event, then check the route signs and access details again on the day.

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.