How to organise a networking conference

Start by fixing the date and programme before contacting speakers or opening registration. Once the venue, room layout and technical setup are confirmed, work backwards from the conference date to set deadlines for invitations, dietary requirements, presentations and printed materials. Registration data should guide catering, seating and welcome packs, but leave time to check incomplete entries. Most last-minute problems come from untested presentations, missing cables or refreshments that have not been chilled.

Organize this event for free with Lizzt

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
Approach speakers
2 people
4
Confirm speakers final
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Check registrations
10
Send reminder
11
Print the program
12
Print name badges
13
Print participant list
14
Collect speaker information
15
Collect presentations
16
Test presentations
2 people
17
Book catering
18
Reserve equipment
19
Reserve furniture
20
Sort badges
2 people
21
Prepare welcome packs
2 people
22
Do the shopping
2 people
23
Fill coolers
2 people
24
Chill drinks
2 people
25
Prepare snacks
3 people
26
Set aside dietary products
27
Set up the registration table
2 people
28
Set up tables
3 people
29
Set up chairs
3 people
30
Set up network tables
2 people
31
Set up the stage area
2 people
32
Connect the projector
2 people
33
Set up screen
2 people
34
Test microphones
2 people
35
Connect the presentation laptop
36
Check the lighting
37
Hang decorations
2 people
38
Place route signs
39
Check toilets
40
Place waste stations
41
Brief the registration team
2 people

Event

42
Welcome speakers
2 people
43
Register participants
4 people
44
Hand out name badges
2 people
45
Serve welcome drinks
3 people
46
Lead opening speech
2 people
47
Announce the speaker
48
Run the presentation
49
Pass around the microphone
50
Set up coffee break
3 people
51
Serve coffee and tea
3 people
52
Refill drinks
2 people
53
Refill snacks
2 people
54
Facilitate networking sessions
3 people
55
Collect contact details
2 people
56
Set up buffet
4 people
57
Serve the buffet
4 people
58
Mark diet buffet
59
Collect tableware
2 people
60
Moderate the panel discussion
2 people
61
Collect questions from the audience
62
Prepare the closing drinks reception
3 people
63
Serve snacks
3 people
64
Finalize attendance list
65
Thank speakers
2 people
66
Announce the final round
67
Check out participants
2 people

Aftercare

68
Switch off the equipment
2 people
69
Chill leftovers
2 people
70
Wash dishes
3 people
71
Collect waste
2 people
72
Take down tables and chairs
4 people
73
Remove decorations
2 people
74
Clean the venue
3 people
75
Clean the restrooms
2 people
76
Gather borrowed materials
2 people
77
Return equipment
2 people
78
Return furniture
2 people
79
Store remaining supplies
2 people
80
Send thank-you message
81
Send out presentations
82
Share the contact list

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
High tablesqty 10
Registration desk
Speaker table
Coat racksqty 3

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Water carafesqty 12
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Coolersqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 6
Bottle openersqty 4
Corkscrewsqty 3
Ice bucketsqty 4

Decorations

Name badge holdersqty 90
Name badgesqty 90
Table runnersqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Notice boardsqty 4
Pensqty 100
Notepadsqty 90

Lighting

LED lampsqty 8
Atmospheric lanternsqty 10

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme and venue first, then approach speakers with a clear session brief and response deadline. Aim to confirm the final speaker list several weeks before invitations go out.
Open registration only after the schedule is stable. Check registrations at least twice: once to catch missing contact details and again before catering numbers are finalised.
Set a firm deadline for dietary requirements and speaker information, then send one reminder before it passes. Late replies are harder to accommodate once catering and welcome packs are prepared.
Collect every presentation before the event and test the files on the presentation laptop. Check the projector, screen, microphones, mixer, speakers, HDMI cables and power strips in the same session.
Prepare the registration desk, name badges, participant list and welcome packs together. Chill drinks, fill coolers and set out snacks close to arrival time so refreshments are ready without warming up.

Frequently asked questions

How far in advance should I organise a networking conference?: Begin planning at least 12 weeks ahead for a small conference, and allow 4 to 6 months if you need several speakers or a busy venue. Fix the date and programme first, then work backwards from the event day.
When should I send networking conference invitations?: Send invitations once the venue, programme and main speakers are confirmed, usually 6 to 8 weeks before the conference. Keep registration open for at least 3 weeks so attendees have time to respond.
When should I confirm catering numbers for a networking conference?: Set a dietary-requirements deadline 10 to 14 days before the event and send the final headcount to the caterer after checking registrations. Keep a small margin for late changes rather than waiting until the final day.
How early should I test conference presentations and equipment?: Collect presentations at least 5 working days before the event and test them on the presentation laptop. Run a full equipment check, including microphones, projector, HDMI cables and power, no later than the day before.

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.