How to organise a patient conference

Start by fixing the purpose, target audience and programme shape before booking suppliers. A patient conference needs more than a room and speakers: registration must capture dietary and accessibility needs, presentations need checking, and the technical setup must work for every session. Build the schedule around realistic timings, confirm each speaker’s requirements early, and leave a clear handover for registration, catering and room changes. Use the plan below to keep the 68 tasks and 64 items in the right order.

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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 program and target audience
2 people
2
Contact speakers and panelists
2 people
3
Reserve the venue and hall
4
Book catering
5
Reserve technical equipment
6
Open the registration form
7
Send invitations
2 people
8
Distribute promotional materials
2 people
9
Collect speaker information
10
Request presentations
11
Process registrations
2 people
12
Collect dietary requirements
13
Collect accessibility needs
14
Finalize the program
2 people
15
Print the run sheet
16
Prepare name badges
2 people
17
Print attendance list
18
Sort badges
2 people
19
Check presentations
2 people
20
Confirm catering order
21
Remind the speakers
22
Set up equipment and materials
2 people
23
Set out the room layout
2 people
24
Prepare registration table
2 people
25
Set up the presentation space
3 people
26
Set up tables and chairs
4 people
27
Build the catering buffet
3 people
28
Chill drinks
2 people
29
Hang decorations
2 people
30
Put up route signs
2 people
31
Test the equipment
2 people

Event

32
Welcome speakers
2 people
33
Brief speakers
2 people
34
Brief the registration team
35
Register visitors
4 people
36
Serve welcome coffee
3 people
37
Give the opening speech
38
Facilitate presentations
2 people
39
Manage microphones
2 people
40
Serve coffee break
4 people
41
Refill drinks
2 people
42
Moderate the Q&A
2 people
43
Moderate the panel discussion
2 people
44
Open the dinner buffet
3 people
45
Serve the dinner buffet
5 people
46
Serve diet meals
2 people
47
Clear tables
3 people
48
Announce evening program
49
Host evening presentations
2 people
50
Collect audience questions
2 people
51
Refill drinks
2 people
52
Deliver closing remarks
53
See visitors out
3 people
54
Store leftovers safely
2 people

Aftercare

55
Collect tableware
3 people
56
Collect waste
3 people
57
Clear the hall
4 people
58
Dismantle the technical setup
3 people
59
Put furniture back
4 people
60
Clean the kitchen
3 people
61
Check toilets
62
Remove decorations
2 people
63
Register lost and found items
64
Return rental items
2 people
65
Clear away leftover catering
2 people
66
Clear the space
2 people
67
Send thank-you message
68
Provide presentations

What to bring

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

Furniture

Chairsqty 170
Congress tablesqty 18
Registration tablesqty 2
Speaker tablesqty 2
Buffet tablesqty 6
Tableclothsqty 24
Stoolsqty 6

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Mixing consolesqty 2
Speakersqty 4
HDMI cablesqty 6
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Laser pointersqty 2
Power banksqty 6

Tableware

Dinner platesqty 180
Dessert platesqty 180
Soup bowlsqty 170
Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Coffee spoonsqty 180
Cutlery setsqty 200
Serving spoonsqty 24

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 24
Serving tongsqty 12
Bread basketsqty 8
Cutting boardsqty 4
Kitchen knivesqty 6
Induction platesqty 2
Food warmersqty 8
Aluminum serving traysqty 20

Decorations

Congress bannersqty 4
Backdrop clothsqty 2
Flower arrangementsqty 8
Table décorqty 18
Name badgesqty 180
Badge holdersqty 180
Directional signsqty 12
Program leafletsqty 180
Pensqty 180
Notepadsqty 180
Table number cardsqty 18
Wristbandsqty 180

Lighting

LED floor lampsqty 6
LED string lightsqty 4

Cleaning

Waste binsqty 10
Hand broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 24
Toilet brushesqty 4

Catering

Groceries

Tips

Set the programme framework before opening registration. Decide the session order, speaker format and audience needs first, then allow enough time for questions, breaks and room changes.
Ask speakers for their presentation files and practical details at least 7 days before the conference. Check laptop connections, HDMI adapters, projection screens, microphones and clickers before the final programme is printed.
Open registration only after the venue, catering capacity and accessibility arrangements are confirmed. Keep dietary requirements and accessibility needs in the form so they can be passed to the caterer and venue team.
Plan the registration desk for the busiest 30 minutes. Sort name badges alphabetically, print the attendance list, and place spare badges, pens and power banks where staff can reach them quickly.
Run a full technical and room check on the day before or at least 2 hours before doors open. Test every microphone, projector, speaker, extension cord and power strip in the layout you will actually use.

Frequently asked questions

How far in advance should I organise a patient conference?: Start planning at least 12 weeks ahead, especially if you need several speakers, a suitable venue or specialist technical equipment. Open registration once the programme and essential access information are stable, usually 6 to 8 weeks before the event.
When should speakers send their presentations?: Set a deadline 7 days before the conference and send a reminder 2 to 3 days before it. Check every file on the presentation laptop, including fonts, videos, aspect ratio and HDMI compatibility.
How long should patient conference registration take?: Allow 30 minutes for peak arrival if you expect up to 100 attendees, with at least 2 people at the registration table. For larger groups, add one registration worker for roughly every 50 additional attendees.
When should I confirm catering numbers and dietary requirements?: Collect dietary and accessibility information until registration closes, then confirm the catering order at least 5 working days before the conference. Keep a final copy of the requirements at registration and with the catering lead.

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.