How to organise a health conference from first booking to final session

A health conference depends on more than a strong programme. You need a confirmed venue, reliable speakers, accessible facilities, working presentation equipment and accurate attendee information. Start with the date, room capacity and programme structure, then build registration, catering and logistics around those decisions. Use the final week to confirm dietary requirements, collect presentations, check directions and test every microphone, screen and cable before attendees arrive.

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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
Reserve venue
2
Finalise conference programme
2 people
3
Confirm speakers
4
Request presentations
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Check participant list
2 people
10
Print name badges
2 people
11
Print program leaflets
2 people
12
Print evaluation forms
13
Book catering
14
Provide dietary meals
15
Test the equipment
2 people
16
Check the route directions
17
Check accessibility
18
Send parking information
19
Send speaker information
20
Do the shopping
2 people
21
Check groceries
2 people
22
Chill drinks
2 people
23
Bring materials to the venue
3 people
24
Open hall
25
Set up tables
3 people
26
Set out chairs
3 people
27
Set up registration desk
2 people
28
Lay out name badges
2 people
29
Lay out program brochures
2 people
30
Set up signage
2 people
31
Set up the stage and podium table
3 people
32
Set up projector and screen
2 people
33
Connect microphones
2 people
34
Set up presentations
35
Check the sound level
2 people
36
Set up coffee station
2 people
37
Set out the buffet and tableware
3 people
38
Label diet meals
2 people

Event

39
Welcome speakers
2 people
40
Register participants
4 people
41
Serve coffee and tea
3 people
42
Guide the opening presentation
2 people
43
Announce the speakers
44
Present presentations
45
Manage microphones
46
Refill drinks
2 people
47
Restock the coffee station
2 people
48
Serve break snacks
3 people
49
Moderate the Q&A
2 people
50
Set up the dinner buffet
4 people
51
Serve dinner buffet
4 people
52
Restock the buffet
3 people
53
Clear tables
3 people
54
Escort participants to the hall
2 people
55
Moderate closing presentation
2 people
56
Distribute evaluation forms
2 people
57
Check out participants
2 people
58
Collect lost and found items

Aftercare

59
Switch off equipment
2 people
60
Secure presentations
61
Collect tableware
3 people
62
Collect waste
3 people
63
Clear tables and chairs
4 people
64
Clean the room
3 people
65
Check toilets
66
Pack up materials
3 people
67
Lock up the venue
68
Wash dishes
3 people
69
Return materials
2 people
70
Send participant thank-yous
71
Send speaker thank-yous
72
Process evaluation forms
2 people
73
Check invoices

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Stage sectionsqty 3
Speaker table
Registration tablesqty 2
Clothes racksqty 2

Equipment

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

Tableware

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

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 10
Serving spoonsqty 10
Cutting boardsqty 3
Bread knivesqty 3

Registration

Name badgesqty 120
Lanyardsqty 120
Program leafletsqty 120
Evaluation formsqty 120
Pensqty 40
Clipboardsqty 4
Visitor listqty 4
Badge holdersqty 120

Decorations

Congress bannerqty 2
Tableclothqty 14
Flower arrangementsqty 6
Speaker name badgesqty 12
Directional signsqty 12

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Book the venue before confirming the programme, and check that it can hold the expected audience, stage sections, speaker table, registration tables and seating without blocking accessible routes.
Set a clear speaker deadline for biographies, presentations and technical requirements. Collect final slide decks several days before the conference so they can be tested on the presentation laptop and projector.
Open registration as soon as the programme and venue details are stable. Review the participant list at least 48 hours before the event, then print name badges, programme folders and evaluation forms.
Send catering the final attendee count and dietary requirements no later than 3–5 days before the conference. Plan coffee, water and meal service around the programme rather than leaving all refreshments to one break.
Allow at least 90 minutes for on-site setup and testing. Check wireless microphones, speakers, mixer, HDMI cables, extension cords, power strips, presentation clicker and backup power banks before opening the hall.

Frequently asked questions

How far in advance should I start organising a health conference?: Start at least 3–6 months ahead if you need an external venue and multiple speakers. Use the first month to reserve the venue, shape the programme and begin speaker confirmations.
When should I send health conference invitations?: Send invitations once the date, venue, main programme and registration process are confirmed, ideally 8–12 weeks before the event. Send a practical reminder with parking, accessibility and route information about 1 week before.
When should I collect dietary requirements for a conference?: Collect dietary requirements during registration and send the final list to the caterer 3–5 days before the conference. Check the list again when registrations close so late changes are not missed.
How long before a health conference should I test the equipment?: Test the projector, screen, laptop, microphones, speakers and presentation files during the venue setup, at least 90 minutes before attendees arrive. Ask each speaker to check their slides and audio connection before 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.