How to organise a partner conference

A partner conference runs smoothly when the programme, people and practical setup are managed in the right order. Start by fixing the date, agenda and venue, then open registration while speakers prepare their presentations. In the final week, confirm dietary requirements, catering, room layout and technical equipment. On the day, allow time to test every presentation, microphone and connection before guests 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
Set the date and program
2 people
2
Reserve the venue and hall
3
Send invitations
2 people
4
Open the registration form
5
Confirm speakers
6
Collect presentations
7
Process registrations
2 people
8
Collect dietary requirements
9
Order catering
10
Check equipment
2 people
11
Make name badges
2 people
12
Print programs
13
Send directions
14
Buy groceries
2 people
15
Confirm catering and dietary meals
16
Set out the room layout
2 people
17
Set up tables and chairs
4 people
18
Set up registration desk
2 people
19
Set up the stage table
2 people
20
Set up projector and screen
2 people
21
Connect microphones
2 people
22
Test presentations
2 people
23
Check WiFi and power
24
Lay out name badges
2 people
25
Lay out the programs
26
Prepare coffee and tea
2 people
27
Chill drinks
2 people
28
Set up lunch buffet
3 people
29
Prepare the evening buffet
3 people
30
Brief the registration team

Event

31
Welcome speakers
2 people
32
Register guests
3 people
33
Serve welcome coffee
2 people
34
Guide the opening presentation
2 people
35
Provide technical support for speakers
2 people
36
Refill drinks
2 people
37
Serve snacks during the break
3 people
38
Clear up after the coffee break
2 people
39
Serve lunch buffet
3 people
40
Serve diet meals
2 people
41
Clear tables during the event
3 people
42
Set up the networking drinks reception
3 people
43
Serve snacks
3 people
44
Serve the evening buffet
4 people
45
Replenish name badges
46
Empty trash bins
2 people
47
See off guests and manage departure
2 people

Aftercare

48
Collect tableware
3 people
49
Chill and label leftovers
2 people
50
Switch off equipment
2 people
51
Take down tables and chairs
4 people
52
Remove decorations
2 people
53
Sort and remove waste
3 people
54
Clean the room
3 people
55
Check and clean the sanitary facilities
2 people
56
Inventory materials
2 people
57
Return borrowed materials
2 people
58
Archive participant list
59
Send thank-you message

What to bring

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

Furniture

Conference tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 4
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
WiFi hotspot

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Water glassesqty 90
Wine glassesqty 75
Coffee spoonsqty 75
Cutlery setsqty 75

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Food containersqty 12

Decorations

Tableclothsqty 14
Name badgesqty 70
Name badge holdersqty 70
Pensqty 80
Notepadsqty 70
Program leafletsqty 70
Table floral arrangementsqty 10
Directional signsqty 8
Arrow stickersqty 20

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Lighting

Standing lampsqty 4
String lightsqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Open registration once the agenda and key speakers are sufficiently confirmed, so attendees know what they are signing up for.
Collect dietary requirements during registration and give the final numbers to the caterer several days before the conference. Confirm the special meals again on the day rather than relying only on the original order.
Ask speakers for their presentations at least 48 hours before the event. Load every file onto the presentation laptop, check the format and test the clicker before the first session.
Set up the registration desk, name badges and printed programmes at least 60 minutes before arrival. Keep the badges in alphabetical order and place directions where first-time visitors will see them.
Check the projector, screen, microphones, speakers, mixer, WiFi and power before guests enter. Bring extension cords, power strips and HDMI cables, and keep a WiFi hotspot available if the venue connection fails.

Frequently asked questions

How far in advance should you plan a partner conference?: Start planning at least 8 to 12 weeks ahead. Fix the date, programme and venue first, then allow time for speaker confirmation, invitations, registration and catering.
When should I send partner conference invitations?: Send invitations around 6 to 8 weeks before the conference, once the date, venue and main programme are confirmed. Close or review registration about 7 days before the event so catering numbers are accurate.
When should speakers submit their presentations?: Set a deadline 48 hours before the conference. This gives you time to test every presentation on the event laptop and resolve missing fonts, videos or connection problems.
How early should the room be set up before a conference?: Allow at least 2 hours for tables, chairs, the registration desk, stage table, catering and technical equipment. Finish the microphone, projector and presentation tests at least 60 minutes before guests arrive.

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.