Heritage Conference checklist: what to arrange and when

A heritage conference depends on more than a strong programme. You need confirmed speakers, reliable registration details, working presentation equipment and accurate catering numbers before the event day. Start with the date, location and programme, then move through invitations, registrations and logistics in a fixed order. Use the checklist below to keep track of deadlines, collect dietary requirements early and prevent last-minute gaps in badges, transport information, presentations or room equipment.

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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
Compile program
3 people
Approach speakers
2 people
Confirm speakers
2 people
Book catering
2 people
Reserve equipment
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Publish promotional text
2 people
Process registrations
2 people
Collect dietary requirements
Send transportation information
Design name badges
Print name badges
2 people
Print program leaflets
2 people
Collect presentations
Check presentations
2 people
Create final guest list
2 people
Share catering numbers
Send speaker information
Make route signs
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people

Event

Open venue
2 people
Unload equipment
3 people
Set out the room layout
2 people
Set up registration tables
2 people
Set up chairs
3 people
Set up tables for reception
2 people
Set up projector and screen
2 people
Set up microphones
2 people
Test presentations
2 people
Check the lighting
Hang up route signs
2 people
Prepare registration materials
2 people
Set up coffee station
2 people
Set up buffet
3 people
Welcome speakers
2 people
Provide the speaker briefing
2 people
Register participants
4 people
Serve coffee and tea
3 people
Open the congress
Announce the speakers
Manage microphones
Present presentations
Refill drinks
2 people
Serve snack breaks
3 people
Collect questions from the audience
Set up the networking drinks reception
3 people
Serve drinks
4 people
Refill the dinner buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Refill drinks
2 people
Support the evening program
2 people
Handle final questions
Close the congress
See participants off
3 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Tear down the buffet
3 people
Switch off the equipment
2 people
Remove decorations
2 people
Clear the hall
4 people
Wash dishes
3 people
Clean the venue
3 people
Pack up materials
2 people
Return equipment
2 people
Store leftover catering
2 people
Clear away badges and folders
Return borrowed items
2 people
Send thank-you email

What to bring

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

Furniture

Registration tablesqty 3
Buffet tablesqty 8
Foldable tablesqty 12
Chairsqty 120
Speaker chairsqty 4
Coat racksqty 4
Waste binsqty 8

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Coffee spoonsqty 130
Dinner knivesqty 130
Dinner forksqty 130
Serving spoonsqty 20

Equipment

Projector
Projection screen
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Flip chartsqty 4
Wall clocksqty 3

Decorations

Name badge holdersqty 120
Table runnersqty 12
Flower arrangementsqty 8
Directional signsqty 12
Program boardsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Serving jugsqty 10
Food warmersqty 8
Cutting boardsqty 4
Chef and serving knivesqty 8
Serving tongsqty 12
Measuring cupsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date, location and draft programme first. Approach speakers only once you can give them a clear session outline, expected timing and practical information about the venue.
Open registration as soon as the invitations and promotional text are ready, ideally at least 6 weeks before the conference. Keep the form open long enough to collect dietary requirements and transport needs rather than chasing every guest separately.
Set a firm deadline for presentations, such as 7 days before the event. Check every file on the laptop and projector before guests arrive, including HDMI cables, the presentation clicker, microphones and audio equipment.
Prepare the final guest list 2 to 3 days before the conference and share the confirmed catering numbers at the same time. Print name badges and programme leaflets after that final check so late registration changes do not create avoidable reprinting.
Do a room and supply check the day before setup. Count chairs, tables, glasses, plates, serving spoons, waste bins, extension cords and power strips, then chill drinks early enough for them to be ready when registration and breaks begin.

Frequently asked questions

How far in advance should I start planning a heritage conference?: Start at least 12 weeks before the conference. Confirm the date and location first, then allow time for speakers, programme development, invitations, registration, catering and equipment reservations.
When should I send heritage conference invitations?: Send the main invitations about 6 weeks before the event, once the programme and registration form are ready. Keep a final reminder for 7 to 10 days before the conference so attendees can confirm practical details.
When should I confirm catering numbers for a heritage conference?: Create the final guest list 2 to 3 days before the event and send the catering numbers immediately afterwards. Collect dietary requirements through registration and include the final changes in that same confirmation.
What should I check the day before a heritage conference?: Check the room layout, seating, registration tables, name badge holders, route signs and presentation setup the day before. Test the projector, screen, laptops, microphones, speakers and cables, and make sure drinks and serving equipment are ready.

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