How to organise a conference from first decision to event day

A well-run conference depends on sequence: set the date and programme before booking suppliers, then confirm speakers, venue, catering and technical needs. Registration, dietary information and presentation files need firm deadlines, not last-minute requests. In the final week, check the participant list, print badges, test every presentation and pack materials for the venue. This approach keeps the programme moving and prevents common gaps such as missing adapters, unclear dietary requirements or unprepared speaker folders.

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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 hall
3
Confirm speakers
2 people
4
Book catering
5
Reserve technical supplies
6
Create the program
2 people
7
Create a registration form
8
Draft invitations
2 people
9
Send invitations
10
Process registrations
2 people
11
Send reminder to participants
12
Collect dietary requirements
13
Collect speaker information
14
Collect presentations
15
Design name badges
16
Check participant list
2 people
17
Share the program and route
18
Check the shopping list
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Test presentations
2 people
22
Print name badges
23
Assemble participant folders
3 people
24
Prepare speaker folders
25
Bring materials to the venue
3 people
26
Open hall
2 people
27
Set up registration desk
2 people
28
Set up tables and chairs
4 people
29
Set up the stage area
3 people
30
Set up projector and screen
2 people
31
Connect sound equipment
2 people
32
Test microphones
2 people
33
Load presentations onto laptop
34
Set up the coffee and tea station
2 people
35
Set up the catering buffet
3 people
36
Lay out name badges
2 people
37
Lay out participant folders
2 people
38
Hang up signage
2 people
39
Brief the registration team

Event

40
Welcome speakers
2 people
41
Register participants
4 people
42
Serve welcome drinks
3 people
43
Give the opening speech
44
Facilitate presentations
2 people
45
Pass around the microphones
2 people
46
Refill drinks
2 people
47
Serve break snacks
3 people
48
Refill coffee and tea
2 people
49
Moderate the Q&A
2 people
50
Open the dinner buffet
3 people
51
Refill the dinner buffet
3 people
52
Serve diet meals
2 people
53
Collect tableware and glasses
3 people
54
Support the evening program
2 people
55
Refill drinks
2 people
56
Serve the closing drinks
3 people
57
See participants off
2 people

Aftercare

58
Switch off equipment
2 people
59
Tear down the buffet
3 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clear tables and chairs
4 people
63
Clean the room
3 people
64
Remove signage
2 people
65
Pack up materials
3 people
66
Return equipment
2 people
67
Return rental items
2 people
68
Store leftover materials
2 people
69
Send a thank-you gift to participants
70
Follow up on presentations

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Registration tablesqty 2
Speaker table
Bar stoolsqty 4
Clothes racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Oven mittsqty 4
Bread basketsqty 8

Decorations

Tableclothsqty 12
Stage backdrop
Flower arrangementsqty 8
Name badgesqty 120
Pensqty 130
Congress foldersqty 120
Program flyersqty 130
Speaker name badgesqty 8
Directional signsqty 12
Information boardsqty 4

Lighting

Standing lampsqty 4
Mood lightingqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Start with the date, programme shape and venue capacity. Allow at least 8–12 weeks for a small conference so speakers, catering and technical suppliers can be confirmed before invitations go out.
Set registration and speaker deadlines at the same time as sending invitations. Close registrations several days before the conference, then use the final list to prepare badges, folders, seating and dietary notes.
Collect dietary requirements during registration rather than by separate follow-up. Send the final catering numbers and meal information to the caterer at least 3–5 working days before the event.
Treat presentations as technical files, not just content. Request them in advance, test every file on the presentation laptop, and check HDMI cables, adapters, microphones, speakers, power strips and extension cords before loading the equipment.
Plan event-day setup backwards from the first session. Bring materials to the venue early enough to arrange registration tables, chairs, projection, speaker folders, refreshments and chilled drinks before participants arrive.

Frequently asked questions

How far in advance should you organise a conference?: Allow 8–12 weeks for a small conference and more time for a larger programme. Confirm the venue, speakers, catering and technical supplies before sending invitations.
When should conference invitations be sent?: Send invitations once the date, venue, main programme and registration form are ready, usually 6–8 weeks before the event. Send a reminder 7–10 days before the conference.
When should I collect presentations from conference speakers?: Request presentations at least 3–5 working days before the conference. Test the files on the presentation laptop and keep copies on a USB stick as a backup.
How early should I arrive to set up a conference?: Arrive at least 2 hours before registration opens for a standard conference setup. Allow extra time if you need to test microphones, speakers, projection, catering equipment or a large number of participant folders.

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.