How to organise a franchise conference without last-minute gaps

Start by fixing the conference date and building the programme around confirmed speakers, venue capacity and sponsor commitments. Then work outward: reserve the venue and equipment, book catering, open registration and collect practical details such as dietary requirements and hotel needs. The final week is for checking presentations, printing badges, confirming deliveries and testing every cable and microphone. A detailed run sheet keeps registration, talks, catering and trade-show activity moving 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
Set the conference date
2 people
2
Compile program
3 people
3
Confirm speakers
2 people
4
Reserve venue
2 people
5
Book catering
2 people
6
Reserve equipment
2 people
7
Send invitations
2 people
8
Open the registration form
9
Approach sponsors
2 people
10
Arrange trade show booths
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Confirm hotel rooms
14
Send parking information
15
Publish the program
2 people
16
Design name badges
17
Collect presentations
18
Check presentations
2 people
19
Order print materials
20
Make route signs
21
Print badges
2 people
22
Fill conference folders
3 people
23
Confirm deliveries
24
Check the weather forecast
25
Do the shopping
2 people
26
Pick up the equipment
2 people
27
Sort materials
2 people
28
Open venue
2 people
29
Ventilate the rooms
2 people
30
Set up registration desk
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up exhibition booths
4 people
34
Set up stage area
3 people
35
Connect the sound system
2 people
36
Test presentations
2 people
37
Set up lighting
2 people
38
Set up coffee station
2 people
39
Chill drinks
2 people
40
Set out snacks
3 people
41
Set out the conference folders
2 people
42
Put up route signs
2 people
43
Brief the reception team
4 people

Event

44
Welcome speakers
2 people
45
Register visitors
4 people
46
Hand out badges
2 people
47
Serve welcome coffee
3 people
48
Guide the opening
2 people
49
Announce the program
50
Support presentations
2 people
51
Manage microphones
52
Refill drinks
3 people
53
Restock the coffee station
2 people
54
Serve break snacks
3 people
55
Support exhibition booths
2 people
56
Moderate the Q&A
2 people
57
Set up dinner buffet
4 people
58
Serve dinner buffet
5 people
59
Serve diet meals
2 people
60
Clear tables
3 people
61
Support the evening program
2 people
62
Host the networking drinks reception
4 people
63
Collect glasses and tableware
3 people
64
Collect lost and found items
65
See visitors out
2 people

Aftercare

66
Cool catering leftovers
2 people
67
Collect waste
3 people
68
Wash dishes
3 people
69
Clean rooms
4 people
70
Put furniture back
4 people
71
Switch off the equipment
2 people
72
Remove decorations
2 people
73
Lock up the venue
2 people
74
Inventory materials
2 people
75
Return rental items
2 people
76
Clear away leftover catering
2 people
77
Send thank-you email
78
Check invoices
79
Share presentations
80
Archive participant list

What to bring

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

Furniture

Conference tablesqty 12
Chairsqty 120
Beer tablesqty 8
Buffet tablesqty 6
Registration deskqty 2
Speaker chairsqty 6
Dressing room tablesqty 2
High tablesqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
VGA adaptersqty 2
Microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4
Cable traysqty 12
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150
Coffee spoonsqty 120
Serving plattersqty 20
Serving tongsqty 10
Carafesqty 12

Decorations

Tableclothsqty 20
Name badge holdersqty 120
Buntingqty 8
Flower arrangementsqty 12
Welcome sign
Route signsqty 8
Table signsqty 12
Pen holdersqty 12

Lighting

LED light stringsqty 6
LED spotlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 12
Serving traysqty 8
Bread basketsqty 8
Ice packsqty 16

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date and venue before opening registration. Allow at least 8–12 weeks for speaker confirmations, sponsor packages, catering and room layout decisions.
Keep one deadline for programme content and presentation files. Ask speakers for their final slides at least 7 days before the conference so they can be checked on the laptop and projector.
Treat registration as an information-gathering step, not just a headcount. Close dietary and hotel-room changes 5–7 days beforehand, then give catering and accommodation providers the final numbers.
Plan the room around movement as well as seating. Leave clear routes between the registration desk, conference tables, buffet tables and trade-show booths, and secure cables with cable trays before guests arrive.
Run a technical check before doors open. Test microphones, speakers, mixer, projector, screen, HDMI cables, VGA adapters, extension cords and power strips with the actual presentation laptop, then keep power banks and a spare adapter at registration.

Frequently asked questions

How far in advance should you organise a franchise conference?: Start planning at least 8–12 weeks before the event. That gives you time to reserve the venue, confirm speakers, approach sponsors, book catering, open registration and arrange equipment without compressing every decision into the final week.
When should I open registration for a franchise conference?: Open registration once the date, venue, core programme and registration process are confirmed, usually 6–8 weeks before the conference. Set a final registration and dietary-requirement deadline 5–7 days before the event.
When should conference presentations be submitted?: Request final presentations at least 7 days before the conference. Check each file on the presentation laptop and projector, then keep the approved versions together so speakers are not changing files during guest arrival.
How do I prepare equipment for a franchise conference?: Create a room-by-room equipment check 1–2 days before the event, then repeat the test on the morning itself. Check microphones, speakers, mixer, projector, screen, cables, adapters, power supplies and the presentation clicker with the final programme.

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.