How to organise a chain conference

A chain conference needs more than a date, a venue and a list of speakers. Start by fixing the programme and rooms, then work towards invitations, registrations, catering and the technical setup. The details that cause the most trouble are usually late speaker presentations, incomplete dietary information and equipment that has not been tested in the actual room. Use the plan below to keep decisions in the right order and leave enough time for final checks.

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

1
Set the date and program
2 people
2
Reserve the venue and rooms
3
Approach speakers
2 people
4
Confirm speakers and topics
5
Draft invitations
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Prepare name badges
2 people
10
Update participant list
11
Print the program
12
Collect speaker presentations
13
Check presentations technically
2 people
14
Order catering final
15
Send visitor information
16
Do the shopping
2 people
17
Check materials
2 people
18
Prepare the rooms
3 people
19
Set up tables and chairs
4 people
20
Set up registration desk
2 people
21
Lay out name badges
2 people
22
Hang up signage
2 people
23
Load presentations onto laptop
24
Test the projector and screen
2 people
25
Test microphones
2 people
26
Check the lighting
27
Set out coffee and tea
2 people
28
Chill drinks
2 people
29
Set up lunch buffet
3 people
30
Prepare the evening buffet
3 people
31
Brief the registration team
2 people

Event

32
Welcome speakers
2 people
33
Register participants
3 people
34
Serve welcome drinks
2 people
35
Guide the opening
2 people
36
Support presentations
2 people
37
Keep track of time and questions
38
Serve coffee break
3 people
39
Refill drinks
2 people
40
Collect used cups
2 people
41
Lead workshop sessions
4 people
42
Distribute workshop materials
2 people
43
Check the workshop rooms
2 people
44
Open the dinner buffet
3 people
45
Serve dinner
4 people
46
Serve diet meals
2 people
47
Refill the buffet and drinks
3 people
48
Collect plates and cutlery
3 people
49
Support the evening program
2 people
50
Set up the networking drinks reception
3 people
51
Serve snacks
3 people
52
Refill drinks
2 people
53
See off guests and manage departure
2 people
54
Collect lost property

Aftercare

55
Secure presentation materials
2 people
56
Collect waste
3 people
57
Wash dishes
3 people
58
Clean buffets
2 people
59
Clear tables and chairs
4 people
60
Clean the rooms
3 people
61
Remove signage
2 people
62
Switch off equipment
2 people
63
Inventory materials
2 people
64
Return borrowed materials
2 people
65
Store leftovers
2 people
66
Thank speakers
67
Follow up with participants

What to bring

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

Furniture

Chairsqty 100
Tablesqty 14
Registration desk
Coat racksqty 3

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clickerqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 4

Kitchen

Thermos flasksqty 8
Coffee machinesqty 3
Water jugsqty 10
Coolersqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6

Decorations

Name badgesqty 100
Tableclothsqty 14
Menusqty 14
Route signsqty 8
Pensqty 100
Notepadsqty 100

Lighting

LED lightsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Waste binsqty 8
Cleaning glovesqty 6

Catering

Groceries

Tips

Fix the date, programme and room layout before sending invitations. Decide how many rooms are needed, where registration will sit and whether every session needs a projector and microphone.
Set a firm deadline for speaker confirmations and presentation files. Collect the final presentations several days before the conference, then check every file on the laptop that will be used on the day.
Keep registrations and dietary requirements in one updated list. Recheck the numbers before placing the final catering order, and allow time to prepare name badges from the latest attendee list.
Send visitor information before the event with the arrival time, registration instructions, room names and practical venue details. This prevents the registration desk from becoming the place where every basic question is answered.
Run the room and equipment check before attendees arrive. Test the projector, screen, HDMI cables, presentation clicker and every wireless microphone in position, and place spare cables, USB sticks and power strips where the team can reach them.

Frequently asked questions

How far in advance should I organise a chain conference?: Start at least 12 weeks before the conference if you need several speakers, rooms and catering. Confirm the date, programme and venue first, then allow several weeks for invitations and registrations.
When should speakers send their presentations?: Set the deadline 3 to 5 days before the conference. This gives you time to check the files technically, load them onto the presentation laptop and resolve missing fonts, videos or adapters.
When should I finalise catering for a chain conference?: Finalise the catering order 3 to 5 working days before the event, after checking the latest registration numbers and dietary requirements. Keep a small margin for late changes rather than ordering from an old list.
What should I test on the morning of the conference?: Allow at least 60 minutes for the technical and room check. Test the projector, screen, laptop, HDMI connections, clicker and microphones, then confirm the registration desk, name badges, signage and seating before doors open.

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.