How to organise a donor conference

A donor conference depends on a clear programme, reliable speakers and accurate participant information. Start by confirming the date and venue, then build the programme before sending invitations. Allow time to process registrations, collect dietary requirements and gather presentations. In the final week, check the participant list, print badges and the programme, confirm catering and test the projector, microphones and audio. The day before, prepare drinks and snacks and complete the room setup so registration can open on time.

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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
Confirm date and location
2 people
2
Create the program
2 people
3
Approach speakers
2 people
4
Confirm speakers
2 people
5
Design invitations
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Send reminder
9
Collect dietary requirements
10
Check participant list
2 people
11
Make name badges
2 people
12
Collect presentations
13
Check presentations
2 people
14
Print the program
2 people
15
Make reservations
16
Order catering
2 people
17
Reserve equipment
18
Create parking information
19
Design route signs
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Open venue
2 people
24
Check the Venue
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Set up registration desk
2 people
28
Lay out name badges
2 people
29
Set up the stage area
3 people
30
Connect the projector
2 people
31
Test microphones
2 people
32
Set up presentations
2 people
33
Check the lighting
2 people
34
Hang decorations
3 people
35
Put up route signs
2 people
36
Set up buffet
4 people
37
Set up coffee station
2 people
38
Check catering
2 people
39
Brief reception team
3 people

Event

40
Register participants
3 people
41
Welcome guests
2 people
42
Distribute program
2 people
43
Give the opening speech
44
Announce the speaker
45
Guide presentation
2 people
46
Moderate the Q&A
2 people
47
Serve coffee break
4 people
48
Refill drinks
2 people
49
Guide speakers
2 people
50
Operate equipment
2 people
51
Manage microphones
52
Open the dinner buffet
3 people
53
Serve dinner
5 people
54
Restock the buffet
3 people
55
Refill drinks
2 people
56
Show allergy information
57
Host the networking drinks reception
3 people
58
Serve snacks
3 people
59
Deliver the closing thank-you speech
60
Guide departures
2 people

Aftercare

61
Collect tableware
3 people
62
Collect waste
3 people
63
Clear buffet
3 people
64
Switch off equipment
2 people
65
Secure presentations
66
Clear tables and chairs
4 people
67
Remove decorations
3 people
68
Clean the venue
4 people
69
Clean the kitchen
3 people
70
Inventory materials
2 people
71
Return rental items
2 people
72
Store leftover catering
2 people
73
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Changing room table

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone stand
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Power banksqty 4

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 110
Water glassesqty 120
Wine glassesqty 110
Coffee spoonsqty 110
Dinner cutlery setsqty 110
Serving spoonsqty 12
Serving tongsqty 8

Kitchen

Coolersqty 4
Thermos flasksqty 8
Coffee machinesqty 2
Water jugsqty 10
Serving traysqty 12
Small bowlsqty 16
Food warmersqty 6

Office

Name badgesqty 110
Name badge holdersqty 110
Programsqty 110
Pensqty 120
Notepadsqty 110
Presentation folder
Registration listsqty 4
Tapeqty 4
Scissorsqty 3
Markersqty 6

Decorations

Tableclothsqty 16
Flower arrangementsqty 8
Stage backdrop
Flagsqty 8
Welcome sign
Route signsqty 6
Table numbersqty 12

Lighting

Atmosphere lightsqty 8
LED spotlightsqty 4

Cleaning

Cleaning bucketqty 2
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Waste binsqty 8

Catering

Groceries

Tips

Set the date and venue before approaching speakers, then allow at least two weeks for confirmations before invitations are sent. This gives you time to adjust the programme if a speaker declines.
Send invitations with a registration deadline at least 10 days before the conference. Use the final participant list to prepare name badges, seating, catering numbers and parking information.
Request dietary requirements when people register and send the final catering count to the caterer 3–5 days before the event. Include separate serving utensils so guests can identify food safely.
Collect presentations no later than 48 hours before the conference and check every file on the event laptop. Test the projector, screen, HDMI cables, clicker, wireless microphones and speakers in the actual room.
Open the venue at least 2 hours before registration. Set up the registration desk, tables, chairs and buffet area first, then test power strips and extension cords before chilling drinks and preparing coffee.

Frequently asked questions

How far in advance should you plan a donor conference?: Start planning at least 8–12 weeks ahead. Confirm the date, venue and programme first, because speaker availability, catering and equipment reservations depend on them.
When should invitations for a donor conference be sent?: Send invitations 4–6 weeks before the conference, with a registration deadline about 10 days before the event. Send a reminder 5–7 days before the date.
When should I confirm catering for a donor conference?: Collect dietary requirements during registration and confirm the final numbers with the caterer 3–5 days before the conference. Keep a small margin for late changes rather than placing a completely new order on the day.
How early should the venue be set up?: Arrive at least 2 hours before guests are expected. Registration, seating, buffet tables and the audiovisual test should be finished before the first participant arrives.

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.