Health conference checklist: what to arrange and when

A health conference depends on more than a strong programme. You need to confirm speakers, open registrations, collect dietary and accessibility details, prepare printed materials and test every part of the AV setup. This checklist puts the work in a practical order, from booking the venue to opening the hall. Use it to avoid common last-minute problems such as missing presentations, unclear parking information or microphones that have not been tested with the room layout.

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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

Reserve venue
Finalise conference programme
2 people
Confirm speakers
Request presentations
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Print name badges
2 people
Print program leaflets
2 people
Print evaluation forms
Book catering
Provide dietary meals
Test the equipment
2 people
Check the route directions
Check accessibility
Send parking information
Send speaker information
Do the shopping
2 people
Check groceries
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Open hall
Set up tables
3 people
Set out chairs
3 people
Set up registration desk
2 people
Lay out name badges
2 people
Lay out program brochures
2 people
Set up signage
2 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Set up presentations
Check the sound level
2 people
Set up coffee station
2 people
Set out the buffet and tableware
3 people
Label diet meals
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve coffee and tea
3 people
Guide the opening presentation
2 people
Announce the speakers
Present presentations
Manage microphones
Refill drinks
2 people
Restock the coffee station
2 people
Serve break snacks
3 people
Moderate the Q&A
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Restock the buffet
3 people
Clear tables
3 people
Escort participants to the hall
2 people
Moderate closing presentation
2 people
Distribute evaluation forms
2 people
Check out participants
2 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Secure presentations
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Check toilets
Pack up materials
3 people
Lock up the venue
Wash dishes
3 people
Return materials
2 people
Send participant thank-yous
Send speaker thank-yous
Process evaluation forms
2 people
Check invoices

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Stage sectionsqty 3
Speaker table
Registration tablesqty 2
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone stand
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 10
Cutting boardsqty 3
Bread knivesqty 3

Registration

Name badgesqty 120
Lanyardsqty 120
Program leafletsqty 120
Evaluation formsqty 120
Pensqty 40
Clipboardsqty 4
Visitor listqty 4
Badge holdersqty 120

Decorations

Congress bannerqty 2
Tableclothqty 14
Flower arrangementsqty 6
Speaker name badgesqty 12
Directional signsqty 12

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Ask speakers for their final presentations at least 7 days before the conference. Test every file on the event laptop, including videos, fonts and embedded links, rather than relying on presenters to bring a working version.
Close or review registrations 3 to 5 days before the event. Use the final participant list to print name badges, prepare programme folders and give the caterer the confirmed number of meals and dietary requirements.
Test the projector, screen, laptop, HDMI cables, audio mixer, speakers and wireless microphones in the actual room at least 2 hours before doors open. Keep extension cords, power strips, a presentation clicker and power banks together at the registration area.
Send route directions, parking details and accessibility information with the final attendee message 3 to 5 days beforehand. Check the entrance, toilets, seating routes and any step-free access yourself instead of relying only on the venue’s description.
Set up registration tables, conference tables, chairs, the speaker table and stage sections before catering arrives. Chill drinks and place coffee machines, kettles and thermos flasks where queues will not block registration or the main entrance.

Frequently asked questions

How far in advance should I organise a health conference?: Start booking the venue and shaping the programme at least 8 to 12 weeks before the conference. Confirm speakers and open registrations once the date, location and core programme are fixed.
When should I send health conference invitations?: Send the first invitations 4 to 6 weeks before the event, then send a final practical message 3 to 5 days before it. Include the route, parking, accessibility information and any arrival instructions in that final message.
When should I give dietary requirements to the caterer?: Collect dietary requirements during registration and send the consolidated list to the caterer 3 to 5 days before the conference. Check the delivered meals against the participant list when catering arrives.
How early should I arrive to set up a health conference?: Arrive at least 2 hours before registration opens for the technical test and room setup. Allow extra time if the room needs stage sections, multiple microphones or several registration tables.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.