How to organise a corporate conference

Start with the date and a programme that fixes the main decisions: venue, speakers, breaks and catering. Book the venue and caterer before opening registration, then use registrations to confirm attendance, dietary needs and quantities. In the final week, check every presentation, print badges and handouts, and test the projector, microphones and connections together. On the day, set up the room and registration desk before guests arrive, with parking details and the attendance list ready.

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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
Book catering
4
Confirm speakers
2 people
5
Draft invitations
2 people
6
Send invitations
7
Process registrations
2 people
8
Collect dietary requirements
9
Send parking information
10
Design name badges
11
Print name badges
2 people
12
Print attendance list
13
Collect presentations
14
Check presentations
2 people
15
Test the equipment
2 people
16
Print handouts
2 people
17
Print program
18
Confirm catering quantities
19
Do the shopping
3 people
20
Chill drinks
2 people
21
Collect materials
2 people
22
Pick up venue keys
23
Mark the room layout
2 people
24
Set up tables and chairs
4 people
25
Set up registration desk
2 people
26
Set up the stage and podium table
3 people
27
Set up projection screen
2 people
28
Connect the projector
2 people
29
Connect the sound system
2 people
30
Test microphones
2 people
31
Set up lighting
2 people
32
Hang up decorations
2 people
33
Lay out name badges
2 people
34
Lay out the programs
2 people
35
Set up coffee station
2 people
36
Set up buffet
3 people
37
Set out snacks
3 people

Event

38
Staff the registration table
2 people
39
Welcome guests
3 people
40
Hand out name badges
2 people
41
Serve coffee and tea
2 people
42
Announce the opening
43
Guide speakers
44
Start presentations
45
Pass around the microphones
46
Refill drinks
2 people
47
Provide coffee break
3 people
48
Refill snacks
2 people
49
Collect questions from the audience
50
Keep the break room tidy
2 people
51
Open the dinner buffet
2 people
52
Refill the dinner buffet
3 people
53
Serve diet meals
2 people
54
Clear tables
3 people
55
Set up the networking drinks reception
2 people
56
Serve snacks
2 people
57
Announce the closing
58
See guests out
2 people
59
Collect lost property

Aftercare

60
Switch off equipment
2 people
61
Take down the buffet
3 people
62
Collect tableware
3 people
63
Sort waste
2 people
64
Dismantle tables and chairs
4 people
65
Remove decorations
2 people
66
Pack equipment
3 people
67
Wash dishes
3 people
68
Clean the room
3 people
69
Check toilets
70
Lock up the venue
2 people
71
Return rental items
2 people
72
Store leftover materials
2 people
73
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Rectangular tablesqty 12
Buffet tablesqty 4
Registration desk
Speaker table
Stage
Stoolsqty 4

Tableware

Coffee cupsqty 90
Glassesqty 180
Wine glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving utensilsqty 12
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Clicker
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 3
Power banksqty 4

Lighting

Standing lampsqty 4
String lightsqty 4

Decorations

Company logo bannersqty 3
Table floral arrangementsqty 12
Menusqty 12
Name badge holdersqty 90
Directional signsqty 8
Tableclothsqty 16

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Induction hobsqty 2
Serving plattersqty 12
Serving traysqty 8
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Storage binsqty 12

Cleaning

Waste binsqty 8
Broomqty 2
Vacuum cleaner
Mopqty 2
Bucketsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before booking catering. Count the session breaks, lunch format and any seated meal so the caterer can quote quantities for the actual schedule rather than a rough headcount.
Open registration only after the venue and core speakers are confirmed. Set a response deadline at least 7 days before the conference, leaving time to process names, dietary requirements and parking information.
Collect presentations no later than 48 hours before the event and test them on the conference laptop. Check the projector, screen, HDMI connection, USB-C adapter, clicker and every microphone in the room where they will be used.
Prepare registration materials as one pack per attendee: name badge, printed programme and any handouts. Print the attendance list on the final working day, but keep a small blank-badge supply for late changes.
Do the room setup before the first arrival, including tables, chairs, speaker table, stage and registration desk. Check power strips and extension cords before connecting the mixer, speakers, projector and laptop, then chill drinks and place water jugs where attendees can reach them.

Frequently asked questions

How far in advance should I start organising a corporate conference?: Start at least 12 weeks before the conference if you need a venue, catering and external speakers. This leaves time for invitations, registrations, presentation collection and equipment testing.
When should corporate conference invitations be sent?: Send the first invitations 6 to 8 weeks before the event, once the date, venue and programme outline are stable. Set the registration deadline about 7 days before the conference so you can confirm catering quantities and print badges.
When should I confirm catering numbers for a conference?: Confirm final catering numbers 5 to 7 days before the event, after processing registrations and dietary requirements. Add only the late attendees you can realistically accommodate rather than estimating from the invitation total.
How do I prepare AV equipment for a corporate conference?: Test the projector, screen, laptop, clicker, microphones, speakers, mixer and connection adapters at least 24 hours beforehand. Bring spare HDMI and USB-C options, plus power banks, because a missing adapter can delay the opening session.

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.