Hospitality conference checklist

A hospitality conference needs more than a confirmed date and a strong programme. You also need a reliable registration process, complete speaker information, checked presentations, catering details and a room setup that works before the first guest arrives. Use this checklist to plan the work in order, from confirming the venue and opening registration to printing materials and preparing refreshments. Build in time for dietary requirements, technical checks and last-minute questions rather than handling them on the conference morning.

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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
Finalize the program
2 people
Confirm speakers
Send invitations
2 people
Open the registration form
Publish promotional materials
Process registrations
2 people
Collect dietary requirements
Answer participants' questions
Create catering menu
2 people
Make reservations
Collect speaker information
Collect presentations
Check presentations
Make name badges
2 people
Print participant list
Print the program booklets
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set out chairs
3 people
Set up registration desk
2 people
Lay out name badges
2 people
Decorate the reception desk
2 people
Build the catering buffet
4 people
Set up coffee station
2 people
Set out drinks
2 people
Set up the presentation equipment
2 people
Test presentations
2 people
Test microphones
2 people
Hang signs
2 people
Check toilets
Place waste bins
Briefing for reception team
3 people
Brief catering team
4 people

Event

Welcome speakers
2 people
Register participants
4 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Guide the opening
Announce the speakers
Facilitate presentations
2 people
Refill drinks
2 people
Serve snacks
4 people
Collect tableware
2 people
Restock break buffet
3 people
Guide participants to dinner
2 people
Open the dinner buffet
4 people
Refill the dinner buffet
4 people
Serve diet meals
2 people
Clear tables
3 people
Serve coffee after dinner
2 people
Facilitate the networking session
2 people
Serve snacks
3 people
Collect glasses and cups
2 people
Handle the final round of drinks
2 people
Announce the closing
See participants off
2 people

Aftercare

Catering breakdown
4 people
Dismantle furniture
4 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clean rooms
3 people
Clean the restrooms
Final venue check
2 people
Return borrowed items
2 people
Thank speakers
Send thank-you email to participants
Share photos and presentations

What to bring

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

Furniture

Registration tablesqty 2
Buffet tablesqty 8
Bistro tablesqty 12
Conference chairsqty 110
High tablesqty 10
Table linenqty 20
Speaker chairsqty 6

Tableware

Dinner platesqty 130
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Cutlery setsqty 130
Serving utensilsqty 20
Coffee spoonsqty 120

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 12
Food warmersqty 6
Serving spoonsqty 12
Pliersqty 8
Measuring cupsqty 3
Aluminum foilqty 4

Decorations

Company flagsqty 4
Flower arrangementsqty 8
Menusqty 20
Name badge holdersqty 120
Wayfinding signsqty 8
Presentation lectern

Lighting

Atmosphere lightsqty 12
Light cablesqty 4

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Start with the date, venue and programme before sending invitations. Once registration opens, allow at least several days to process responses, answer questions and collect dietary requirements before finalising catering numbers.
Set a clear deadline for speakers to submit their information and presentations. Check every presentation on the event laptop and projector before the conference, including video, audio, slide format and connection cables.
Prepare registration materials at least one day in advance. Print the participant list, programme booklets and name badges together, then sort badges alphabetically so check-in does not become a queue.
Confirm catering quantities after registration closes, not when invitations are sent. Include a separate count for dietary requirements and check that plates, cups, glasses, cutlery and serving utensils match the menu and guest numbers.
Treat room setup as a timed task on the event day. Open the venue early enough to check tables, conference chairs, speaker seating, microphones, projection, power strips and extension cords before participants arrive.

Frequently asked questions

How early should I start planning a hospitality conference?: Start at least 8 to 12 weeks before the conference if you need to confirm speakers, publish a programme and manage registrations. Set the catering and dietary-requirement deadline several days before the event.
When should speakers send their presentations?: Ask speakers for their presentations at least 5 working days before the conference. Check the files on the event laptop and test them with the projector and presentation clicker before event day.
How many name badges and programme booklets should I print?: Print one name badge and one programme booklet for every confirmed participant, plus about 5% extra for late registrations or damaged copies. Print the participant list after registration closes so it reflects the latest changes.
How early should the venue be opened on conference day?: Open the venue at least 2 hours before the first participant arrives. This gives you time to arrange tables and chairs, prepare the registration desk, chill drinks, set out refreshments and test microphones and projection.

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.