How to organise a book trade conference

Start by fixing the date, programme and room layout before contacting speakers or opening registration. A book trade conference needs more coordination than a simple meeting: you must collect speaker bios and presentations, track dietary requirements, prepare badges and signage, and test every presentation connection. Work backwards from the event day so printing, catering and technical checks are completed before guests arrive. Keep one final participant list and one run sheet as the operational reference.

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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

1
Set the date and program
2 people
2
Reserve the venue and rooms
3
Approach speakers
2 people
4
Collect speaker details
5
Receive presentations and bios
6
Send invitations
2 people
7
Publish registration form
8
Process registrations
2 people
9
Process registrations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Create final participant list
2 people
13
Design name badges
14
Print name badges
2 people
15
Print program leaflets
2 people
16
Print signage
17
Book catering
18
Prepare the coffee break
2 people
19
Confirm dinner order
20
Reserve equipment
21
Collect presentations
22
Check presentations
2 people
23
Print the run sheet
24
Send speaker briefing
25
Do the shopping
2 people
26
Bring materials to the venue
3 people
27
Set up the registration table
2 people
28
Set out the room layout
3 people
29
Set up chairs
3 people
30
Set up tables
3 people
31
Set up the stage and podium table
3 people
32
Set up projector and screen
2 people
33
Connect microphones
2 people
34
Test the equipment
2 people
35
Load presentations onto laptop
36
Set up coffee station
2 people
37
Set up the dinner buffet
3 people
38
Chill drinks
2 people
39
Lay out name badges
2 people
40
Put out program brochures
2 people
41
Hang up signage
2 people

Event

42
Welcome speakers
2 people
43
Open registration
3 people
44
Welcome participants
3 people
45
Lead the opening session
2 people
46
Provide technical support for presentations
2 people
47
Serve coffee and tea
3 people
48
Refill drinks
2 people
49
Collect tableware
2 people
50
Moderate the panel discussion
2 people
51
Keep the break room tidy
2 people
52
Open the dinner buffet
3 people
53
Refill the dinner buffet
3 people
54
Serve dinner
4 people
55
Serve diet meals
2 people
56
Clear away dishes
3 people
57
Lead the evening session
2 people
58
Restock the book table
59
Hand out the question microphone
60
Announce the closing
61
See participants off
3 people
62
Collect lost and found items

Aftercare

63
Switch off the equipment
2 people
64
Pack equipment
2 people
65
Clear tables and chairs
4 people
66
Wash dishes
3 people
67
Collect waste
3 people
68
Clean the rooms
3 people
69
Check toilets
70
Remove signage
2 people
71
Return materials
3 people
72
Return rental items
2 people
73
Store leftover stock
2 people
74
Send a thank-you gift to participants
75
Send speaker thank-you note
76
Share presentations digitally
77
Process expense claims and invoices

What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 12
Registration tablesqty 2
Buffet tablesqty 6
Stage sectionsqty 4
Speaker table
Coat racksqty 3
Stoolsqty 8

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4
Wi-Fi hotspot

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Deep platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Serving tongsqty 12
Coffee potsqty 6
Thermos flasksqty 6

Kitchen

Coolersqty 6
Ice containersqty 4
Chafing dishesqty 8
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Bowls for diet mealsqty 12

Decorations

Tableclothsqty 20
Name badge holdersqty 120
Book table displaysqty 6
Flip chartsqty 4
Flipchart markersqty 20
Directional signsqty 12
Name badgesqty 120
Program bookletsqty 120
Cocktail table coversqty 6

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Cleaning

Waste binsqty 10
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the programme and room requirements first. Reserve the main room, breakout spaces, stage sections, speaker table and registration tables before sending invitations, because the layout affects capacity and movement.
Contact speakers early and set a firm deadline for bios and presentations. Collect the final files several days before the conference, then check every deck on the actual laptop, projector, screen and HDMI adapters.
Open registration only after the programme and venue details are stable. Review registrations at least once a week, then use a final participant list to produce name badges, dietary information and catering numbers.
Confirm food in two stages: define the coffee break and dinner arrangements when registration opens, then send the caterer the final headcount and dietary requirements before the stated catering deadline. Do not leave serving platters, glasses or cutlery to the last shopping trip.
Prepare the room and technical setup before registration starts. Test wireless microphones, microphone stands, speakers, mixing equipment, power strips, extension cords and the presentation clicker, and print the run sheet and speaker briefing for the team.

Frequently asked questions

How far in advance should I organise a book trade conference?: Allow at least 12 weeks for a small conference, and longer if several speakers or a dinner are involved. Fix the date and venue first, then allow time for invitations, registration, catering, printing and technical checks.
When should speakers send their presentations and bios?: Set the deadline at least 5 working days before the conference. This gives you time to check file formats, test slides on the event laptop and projector, and contact speakers about missing information.
When should I close registration for a book trade conference?: Close registration 7 to 10 days before the event if your caterer needs a final headcount. Keep a short buffer for late changes, but issue the definitive participant list and dietary summary at least 3 working days beforehand.
What should I check the day before the conference?: Run a complete technical test, place the room furniture, prepare badges and signage, and confirm catering quantities. Also print the run sheet, check the speaker briefing and keep backup HDMI adapters, extension cords and power banks available.

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