How to organise a children's conference

A children’s conference needs more than a programme and a room. You need a clear sequence: fix the date, book suitable spaces, build the workshop schedule, then collect the information parents and facilitators need. Registration details, dietary requirements and transport needs affect the final plan, so set deadlines early. In the final week, group materials by workshop, check every presentation and test the projector, microphones and other equipment before participants arrive.

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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 venue
3
Arrange halls and rooms
2 people
4
Contact speakers and facilitators
2 people
5
Compile workshops
3 people
6
Create a registration form
7
Draft invitations
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Confirm parent contacts
2 people
11
Collect dietary requirements
12
Collect transport needs
13
Create final participant list
2 people
14
Prepare name badges
2 people
15
Assign workshop groups
3 people
16
Print the program
17
Print worksheets
2 people
18
Check presentations
2 people
19
Test the equipment
2 people
20
Send parents practical information
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Store chilled products
2 people
24
Bundle materials per workshop
3 people
25
Prepare catering
3 people
26
Create signage
2 people

Event

27
Open venue
2 people
28
Set out the room layout
4 people
29
Set up tables and chairs
5 people
30
Set up registration desk
2 people
31
Connect the technical equipment
2 people
32
Set up workshop rooms
6 people
33
Hang decorations
3 people
34
Chill drinks
2 people
35
Set up lunch buffet
4 people
36
Prepare registration materials
2 people
37
Give briefing to supervisors
3 people
38
Staff the reception desk
2 people
39
Register participants
3 people
40
Hand out name badges
2 people
41
Assist with opening program
3 people
42
Set out break drinks
3 people
43
Lead first workshops
12 people
44
Refill drinks
2 people
45
Serve fruit and snacks
4 people
46
Switch workshop rooms
4 people
47
Supervise the second workshops
12 people
48
Collect work results
4 people
49
Serve dinner
6 people
50
Serve dietary meals separately
2 people
51
Clear tables
4 people
52
Support the evening program
6 people
53
Refill drinks
2 people
54
Present the results
4 people
55
Lead the closing
3 people
56
Inform parents about pickup
2 people
57
Register participants on departure
3 people

Aftercare

58
Pack leftover food
3 people
59
Collect waste
4 people
60
Wash dishes
4 people
61
Clear tables and chairs
5 people
62
Collect workshop materials
4 people
63
Switch off the equipment
2 people
64
Remove decorations
3 people
65
Clean the rooms
5 people
66
Check sanitary facilities
2 people
67
Lock up the venue
2 people
68
Return borrowed materials
2 people
69
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
Registration desk
Buffet tablesqty 4
Stoolsqty 12
Coat racksqty 4

Tableware

Reusable cupsqty 140
Platesqty 140
Cutlery setsqty 140
Coffee cupsqty 30
Serving plattersqty 18
Serving utensilsqty 12
Water jugsqty 12
Thermos flasksqty 8

Decorations

Name card holdersqty 120
Paper name badgesqty 130
Welcome sign
Balloonsqty 80
Balloon ribbonqty 2
Buntingqty 8
Tableclothsqty 18
Directional signsqty 12

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Portable speakersqty 2
Wireless microphonesqty 3
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Presentation clickersqty 2

Kitchen

Coolersqty 4
Cutting boardsqty 6
Chef's knifeqty 4
Storage binsqty 20
Aluminum foilqty 3
Cling filmqty 3
Serving spoonsqty 8

Sports equipment

Soft ballsqty 12
Hoopsqty 10
Conesqty 20
Skipping ropesqty 12
Yoga or play matsqty 20
Bean bagsqty 20

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 3
Hand soap dispensersqty 6
Towel dispensersqty 6

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Set the programme before inviting children. Allow time between workshops for movement, toilet breaks and room changes, and confirm that each session has a suitable room, facilitator and capacity.
Close registration at least 7 days before the conference. Use the final list to confirm parent contacts, dietary requirements and transport needs, then assign workshop groups without exceeding room limits.
Send parents practical information 3 to 5 days beforehand. Include arrival and collection times, the registration desk location, workshop arrangements, food details and what children should bring.
Prepare materials by workshop rather than in one central pile. Bundle worksheets and activity supplies separately, label each bundle, and place printed programmes, name badges and directional signs where volunteers can find them quickly.
Test the technical setup at least 2 hours before doors open. Connect the laptop, projector, screen, speakers, microphones, HDMI cables, extension cords and power strips, then check every presentation in the correct order.

Frequently asked questions

How far in advance should I plan a children's conference?: Start planning at least 8 to 12 weeks ahead. Book the venue and contact speakers first, then allow 3 to 4 weeks for invitations and registration before finalising groups, catering and materials.
When should registration close for a children's conference?: Close registration about 7 days before the event. This leaves enough time to confirm parent contacts, dietary and transport needs, create the participant list and assign workshop groups.
How many workshops should a children's conference have?: Plan 2 to 4 workshop blocks for a one-day conference, depending on the children’s ages and travel time. Keep each block to roughly 45 to 60 minutes and include at least 15 minutes for transitions.
When should I test the equipment for a children's conference?: Test all equipment on the event day at least 2 hours before registration opens. Check the laptop, projector, screen, speakers and microphones together, and keep spare cables and power access available.

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.