How to organise a leadership conference

A leadership conference needs more than a good programme. Start by fixing the date, venue and session structure, then build the schedule around confirmed speakers and attendee needs. Registration data drives the practical work: dietary requirements, parking information, name badges, seating and catering numbers. In the final week, focus on presentation testing, equipment, printed materials and a clear speaker briefing. This plan helps you move from the first booking to opening the venue without leaving key details until the last day.

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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 date and program
2 people
2
Reserve venue
3
Confirm speakers
2 people
4
Request presentations
5
Send invitations
2 people
6
Process registrations
2 people
7
Send registration confirmations
8
Collect dietary requirements
9
Send parking information
10
Prepare name badges
2 people
11
Print participant list
12
Print the program
13
Print worksheets
14
Send speaker briefing
15
Order catering final
16
Reserve equipment
17
Test presentations
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare catering
4 people
21
Open venue
2 people
22
Check rooms
2 people
23
Set up chairs
4 people
24
Set up tables
3 people
25
Set up registration desk
2 people
26
Lay out name badges
27
Set up the stage and speaking area
3 people
28
Connect the projector
2 people
29
Connect the sound system
2 people
30
Test microphones
2 people
31
Check the lighting and power
2 people
32
Set up presentation laptop
33
Set up flip charts
34
Set up coffee station
2 people
35
Set up buffet
4 people
36
Hang up decorations
2 people
37
Put up route signs
38
Briefing for reception team
4 people

Event

39
Welcome speakers
2 people
40
Register participants
4 people
41
Serve coffee and tea
3 people
42
Deliver the opening presentation
2 people
43
Guide speakers
2 people
44
Play presentations
45
Manage microphones
46
Monitor time per session
47
Collect questions from the audience
2 people
48
Refill drinks
2 people
49
Set up coffee break
3 people
50
Clear up after the coffee break
2 people
51
Convert the workshop rooms
4 people
52
Hand out worksheets
2 people
53
Replenish workshop materials
2 people
54
Open the dinner buffet
3 people
55
Serve the dinner buffet
5 people
56
Refill buffet
3 people
57
Clear away dishes
3 people
58
Set up networking area
3 people
59
Deliver the closing presentation
2 people
60
Serve the networking drinks reception
4 people
61
Top up drinks and snacks
3 people
62
See participants off
2 people

Aftercare

63
Collect lost and found items
2 people
64
Pack leftovers safely
3 people
65
Take down the buffet
4 people
66
Switch off equipment
2 people
67
Dismantle technical equipment
3 people
68
Clear away chairs and tables
4 people
69
Collect waste
3 people
70
Wash dishes
3 people
71
Clean the venue
4 people
72
Remove decorations
2 people
73
Lock up the venue
2 people
74
Return rented items
2 people
75
Sort leftover materials
2 people
76
Thank participants
77
Provide presentations
78
Check invoices

What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 14
Registration desk
Speaker table
Bar stoolsqty 8
Coat racksqty 4

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Flip chartsqty 4
Extension cordsqty 8
Power stripsqty 8
HDMI adaptersqty 3
Spare batteriesqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 8
Food warmersqty 8
Pliersqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 120
Badge holdersqty 120
Route signsqty 8
Welcome banner
Pensqty 130
Notepadsqty 120
Program leafletsqty 120
Worksheetsqty 120
Table numbersqty 14

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date, venue and programme before sending invitations. Confirm speakers early, then request their presentations in time to test every file on the presentation laptop and projector.
Close registration numbers before placing the final catering order. Collect dietary requirements during registration rather than trying to chase them by email the day before.
Prepare the registration desk before guests arrive: name badges, the printed participant list, the programme and any worksheets should be together in one clearly labelled place.
Schedule an equipment check at least one day before the conference. Test the projector, screen, HDMI adapters, clicker, microphones, speakers and mixer, and keep spare batteries available.
Plan the room reset from the attendee’s point of view. Check chairs, congress tables, the speaker table, coat racks, power strips and extension cords before opening the venue, then chill drinks and prepare coffee supplies close to service time.

Frequently asked questions

How far in advance should I organise a leadership conference?: Start at least 12 weeks ahead for a conference with several speakers and external attendees. Reserve the venue and set the programme first, confirm speakers within the next 2 to 3 weeks, and leave the final 7 days for materials, equipment tests and catering confirmation.
When should speakers submit their presentations?: Ask for presentations no later than 7 days before the conference. Test each file on the actual presentation laptop and screen, and request corrections immediately so the final programme does not depend on last-minute changes.
When should I finalise catering for a leadership conference?: Finalise catering 3 to 5 working days before the event, once registrations and dietary requirements are checked. Keep a small margin for late changes, but do not wait until the event morning to confirm quantities or service timing.
What should I prepare the day before a leadership conference?: Complete the room and equipment check, print the participant list, programme and worksheets, prepare name badges, and assemble the registration desk. Also confirm parking information, speaker arrival details and the availability of coffee machines, kettles, thermos flasks and chilled drinks.

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.