How to organise a heritage conference

Start with the date, venue and programme before inviting anyone. A heritage conference depends on several linked deadlines: speakers need time to confirm, attendees need clear registration and travel information, and caterers need reliable numbers. Work from the programme backwards, then lock in rooms, equipment and food before opening registration. In the final week, check every presentation, badge, route sign and dietary requirement rather than relying on last-minute fixes.

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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
Compile program
3 people
3
Approach speakers
2 people
4
Confirm speakers
2 people
5
Book catering
2 people
6
Reserve equipment
2 people
7
Draft invitations
2 people
8
Send invitations
2 people
9
Open the registration form
10
Publish promotional text
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Send transportation information
14
Design name badges
15
Print name badges
2 people
16
Print program leaflets
2 people
17
Collect presentations
18
Check presentations
2 people
19
Create final guest list
2 people
20
Share catering numbers
21
Send speaker information
22
Make route signs
23
Collect materials
2 people
24
Do the shopping
2 people
25
Chill drinks
2 people

Event

26
Open venue
2 people
27
Unload equipment
3 people
28
Set out the room layout
2 people
29
Set up registration tables
2 people
30
Set up chairs
3 people
31
Set up tables for reception
2 people
32
Set up projector and screen
2 people
33
Set up microphones
2 people
34
Test presentations
2 people
35
Check the lighting
36
Hang up route signs
2 people
37
Prepare registration materials
2 people
38
Set up coffee station
2 people
39
Set up buffet
3 people
40
Welcome speakers
2 people
41
Provide the speaker briefing
2 people
42
Register participants
4 people
43
Serve coffee and tea
3 people
44
Open the congress
45
Announce the speakers
46
Manage microphones
47
Present presentations
48
Refill drinks
2 people
49
Serve snack breaks
3 people
50
Collect questions from the audience
51
Set up the networking drinks reception
3 people
52
Serve drinks
4 people
53
Refill the dinner buffet
3 people
54
Serve dinner
5 people
55
Serve diet meals
2 people
56
Refill drinks
2 people
57
Support the evening program
2 people
58
Handle final questions
59
Close the congress
60
See participants off
3 people

Aftercare

61
Collect tableware
3 people
62
Collect waste
2 people
63
Tear down the buffet
3 people
64
Switch off the equipment
2 people
65
Remove decorations
2 people
66
Clear the hall
4 people
67
Wash dishes
3 people
68
Clean the venue
3 people
69
Pack up materials
2 people
70
Return equipment
2 people
71
Store leftover catering
2 people
72
Clear away badges and folders
73
Return borrowed items
2 people
74
Send thank-you email

What to bring

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

Furniture

Registration tablesqty 3
Buffet tablesqty 8
Foldable tablesqty 12
Chairsqty 120
Speaker chairsqty 4
Coat racksqty 4
Waste binsqty 8

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Coffee spoonsqty 130
Dinner knivesqty 130
Dinner forksqty 130
Serving spoonsqty 20

Equipment

Projector
Projection screen
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Flip chartsqty 4
Wall clocksqty 3

Decorations

Name badge holdersqty 120
Table runnersqty 12
Flower arrangementsqty 8
Directional signsqty 12
Program boardsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Serving jugsqty 10
Food warmersqty 8
Cutting boardsqty 4
Chef and serving knivesqty 8
Serving tongsqty 12
Measuring cupsqty 3

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the programme before sending invitations. Allow at least 4–6 weeks for speaker approaches and confirmations, then build the invitation and registration deadline around the final session times.
Open registration only after the venue capacity, catering arrangement and transport details are confirmed. Close or review registrations at least 5–7 days before the conference so dietary requirements and catering numbers are usable.
Treat presentations as a separate deadline. Ask speakers for files 3–5 days before the event, check them on the actual laptop and projector, and test HDMI connections, microphones and the audio mixer before guests arrive.
Prepare the attendee flow from the entrance inward: registration tables and name badge holders first, coat racks nearby, then the conference room, catering tables and clearly marked routes. Put out wall clocks where session timing matters.
Do the final count using the guest list, not the number of registrations. Share confirmed catering numbers 3–5 days beforehand, chill drinks the day before, and keep spare extension cords, power strips and presentation cables available.

Frequently asked questions

How far in advance should I organise a heritage conference?: Begin at least 8–12 weeks before the conference. Use the first 2–3 weeks to confirm the date, venue, programme and speakers, then leave 4–6 weeks for invitations, registration and attendee arrangements.
When should I invite speakers to a heritage conference?: Approach speakers as soon as the date, location and session outline are stable, ideally 8–10 weeks ahead. Confirm their participation before publishing the final programme and ask for presentation files 3–5 days before the event.
When should registration close for a heritage conference?: Close registration or make the final review 5–7 days before the event. This gives you time to collect dietary requirements, create name badges, finalise the guest list and send accurate catering numbers.
How do I prepare AV equipment for a conference?: Test the projector, screen, laptops, wireless microphones, speakers and audio mixer at least 1 day in advance. Check every HDMI cable, extension cord and power strip, and run each presentation on the laptop that will be used on the day.

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