How to organise a customer conference without last-minute problems

Start a customer conference by fixing the date, venue and purpose before inviting anyone. Then build the programme, confirm speakers and open registration early enough to track attendance and dietary requirements. The final week is for checking presentations, catering, technical equipment and name badges—not making major decisions. On the day itself, allow time to receive deliveries, test the projector and microphones, and set up a clear registration desk before guests arrive.

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
Confirm date and location
2 people
2
Compile program
2 people
3
Confirm speakers
2 people
4
Collect presentations
5
Send invitations
2 people
6
Open the registration form
7
Book catering
2 people
8
Reserve equipment
9
Confirm reservations
10
Process registrations
2 people
11
Collect dietary requirements
12
Send reminder
13
Make name badges
2 people
14
Print participant list
15
Confirm catering details
16
Confirm technical details
17
Check the shopping list
18
Do the shopping
2 people
19
Buy fresh products
2 people
20
Collect materials
2 people
21
Open venue
2 people
22
Receive deliveries
2 people
23
Set up registration desk
2 people
24
Set up tables and chairs
4 people
25
Install stage backdrop
2 people
26
Set up the presentation area
2 people
27
Set up the projector and screen
2 people
28
Set up microphones
2 people
29
Connect the sound system
2 people
30
Test presentations
2 people
31
Test Wi-Fi and power
32
Lay out registration materials
2 people
33
Set out coffee and tea
2 people
34
Chill drinks
2 people
35
Prepare snacks
3 people
36
Set out tableware and cutlery
2 people
37
Lay out name badges
38
Hang up signage
2 people
39
Briefing for reception team
2 people

Event

40
Welcome speakers
2 people
41
Register guests
3 people
42
Serve welcome drinks
3 people
43
Guide the opening
2 people
44
Facilitate presentations
2 people
45
Set up coffee break
3 people
46
Refill coffee and tea
2 people
47
Serve break snacks
3 people
48
Collect tableware
2 people
49
Guide the afternoon program
2 people
50
Refill drinks
2 people
51
Set up the dinner buffet
4 people
52
Label diet meals
2 people
53
Refill the dinner buffet
3 people
54
Serve dinner
4 people
55
Collect used dishes
3 people
56
Support the evening program
2 people
57
Serve snacks
3 people
58
Refill drinks
2 people
59
Guide the farewell
2 people
60
See off guests
2 people

Aftercare

61
Store leftovers safely
2 people
62
Collect waste
3 people
63
Wash dishes
3 people
64
Clear away furniture
4 people
65
Switch off the equipment
2 people
66
Dismantle technical equipment
2 people
67
Clean the venue
3 people
68
Check toilets
69
Pack up materials
2 people
70
Return rental items
2 people
71
Process leftover groceries
72
Register lost and found items
73
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Registration desk
Speaker table
Bar stoolsqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Storage binsqty 12

Decorations

Name badgesqty 70
Badge holdersqty 70
Table runnersqty 10
Flower arrangementsqty 8
Welcome sign
Program standsqty 6
Directional signsqty 8

Lighting

Atmosphere lightsqty 8
String lightsqty 4

Cleaning

Broomqty 2
Floor squeegeeqty 2
Bucketsqty 3
Microfiber clothsqty 12
Spongesqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm each speaker, presentation length and presentation deadline at least 7 days before the conference so the running order can be shared and tested.
Open registration as soon as the date, venue and programme are stable. Close or review registrations 3–5 days before the event, when you can still adjust catering and print the participant list.
Treat technical checks as a separate job. Test the laptop, projector, screen, HDMI adapters, microphones, mixer, speakers and presentation clicker in the actual room at least 2 hours before doors open.
Confirm catering twice: once when booking and again 2–3 days before the conference. Use the final registration numbers and dietary requirements to check meals, coffee, glasses, plates, cutlery and serving equipment.
Build the room from the guest flow outward. Set up tables, chairs, the registration desk, name badges and clothes racks first; then install the stage backdrop and keep extension cords and power strips secured and out of walking routes.

Frequently asked questions

How far in advance should I plan a customer conference?: Start planning at least 8–12 weeks ahead for a one-day conference. Fix the date and venue first, then allow time to confirm speakers, build the programme, open registration and book catering and equipment.
When should I send customer conference invitations?: Send the first invitation 6–8 weeks before the event, once the date, location and main programme are confirmed. Send a reminder 7–10 days beforehand and include the start time, travel details and registration information.
How many days before a conference should catering be confirmed?: Confirm the final catering numbers and dietary requirements 2–3 days before the conference. Keep a small margin for late changes, but do not wait until the event morning to check delivery times or serving equipment.
How early should I arrive to set up a customer conference?: Arrive at least 2 hours before guests are expected, or earlier if deliveries, staging or complex audio equipment are involved. Use that time to set up registration, arrange the furniture, test presentations and check every microphone and cable.

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.