How to organise a peace conference from start to finish

Organising a peace conference works best when you build the programme and logistics in parallel. Start by securing the venue, confirming the host and speakers, and setting the registration process before sending invitations. Then collect dietary requirements, presentation files and speaker details early enough to fix gaps. In the final week, confirm catering numbers, print badges and programme flyers, and test every cable, microphone and presentation. The plan below keeps the work in a practical order so small details do not disrupt the 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
Reserve venue
2
Finalize the program
3 people
3
Confirm speakers
4
Confirm host
5
Book catering
6
Arrange technical support
7
Draft invitations
2 people
8
Send invitations
2 people
9
Open the registration form
10
Collect speaker information
2 people
11
Collect dietary requirements
12
Process registrations
2 people
13
Send confirmations
14
Design name badges
15
Design program flyers
16
Collect presentations
2 people
17
Check presentations
2 people
18
Arrange the table layout
2 people
19
Share catering numbers
20
Test equipment and cables
2 people
21
Do the shopping
3 people
22
Check groceries
2 people
23
Print name badges
2 people
24
Print program flyers
25
Send speaker briefing

Event

26
Open venue
2 people
27
Check rooms
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up registration desk
2 people
31
Set up the stage table
2 people
32
Connect the projector
2 people
33
Connect microphones
2 people
34
Set up presentations
2 people
35
Check the lighting
2 people
36
Set up signage
2 people
37
Hang up decorations
3 people
38
Set up coffee station
2 people
39
Chill drinks
2 people
40
Set out snacks
3 people
41
Set up the dinner buffet
4 people
42
Brief the registration team
3 people
43
Welcome speakers
2 people
44
Open the doors
2 people
45
Register guests
4 people
46
Serve welcome coffee
3 people
47
Guide the opening
3 people
48
Moderate the panel discussion
4 people
49
Refill drinks
2 people
50
Serve break snacks
3 people
51
Swap microphones
2 people
52
Lead the workshops
6 people
53
Replenish workshop materials
2 people
54
Serve dinner buffet
5 people
55
Serve diet meals
2 people
56
Clear away dishes
4 people
57
Support the evening program
3 people
58
Host the networking drinks reception
4 people
59
See off guests
3 people

Aftercare

60
Switch off the equipment
2 people
61
Collect materials
4 people
62
Collect waste
3 people
63
Wash dishes
3 people
64
Clean the venue
4 people
65
Put furniture back
4 people
66
Package leftover food
2 people
67
Check the equipment
2 people
68
Return rental items
2 people
69
Thank speakers
70
Send Thank-You Email to Participants

What to bring

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

Furniture

Chairsqty 115
Tablesqty 14
Registration desk
Stage tableqty 2
Speaker chairsqty 8
Buffet tablesqty 6
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Flip chartqty 4
Flipchart standsqty 4
Laser pointerqty 2
Charging stationsqty 3

Tableware

Coffee cupsqty 120
Glassesqty 150
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 16
Serving tongsqty 12
Food warmersqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Plate racksqty 4

Decorations

Peace flagsqty 12
Country flagsqty 20
Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 12
Speaker signsqty 8
Directional signsqty 12
Table numbersqty 14
Poster puttyqty 4
Tapeqty 6

Lighting

LED string lightsqty 8
Standing lampsqty 4
Spare batteriesqty 24

Catering

Groceries

Registration

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Program bookletsqty 120
Registration listsqty 6
Pensqty 30
Writing foldersqty 20

Workshop materials

Notepadsqty 120
Ballpoint pensqty 120
Flip chart sheetsqty 12
Markersqty 48
Sticky notesqty 12
Voting cardsqty 500
Ropeqty 2
Clipboardsqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Waste binsqty 8

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 12
Reflective vestsqty 8
Umbrellasqty 6

Tips

Set the programme before opening registration. Confirm each speaker, session length and the host first, then use that information in the invitation and registration form.
Ask speakers for their presentation files and briefing details at least 7 days before the conference. Check every file on the event laptop and keep a second copy on a USB stick.
Close the catering numbers 3 to 5 days before the event. Use the registration data for dietary requirements, then share the final count with the caterer rather than estimating from invitations.
Plan the room around the programme, not just the guest count. Allow space for a registration desk, stage table, speaker chairs, buffet tables, coat racks and clear routes to the screen and microphones.
Run a full technical test before guests arrive, including the projector, screen, laptop, clicker, wireless microphones, mixer, speakers, HDMI cables, extension cords and power strips. Check each presentation from the actual speaking position.

Frequently asked questions

How far in advance should I start organising a peace conference?: Start at least 8 to 12 weeks before the conference. The venue, programme, speakers and technical support should be confirmed before invitations are sent, while registration and catering details can follow.
When should I send invitations for a peace conference?: Send invitations 4 to 6 weeks before the event and keep registration open for roughly 2 to 3 weeks. Send confirmations as registrations are processed so you have a reliable attendance estimate before ordering catering.
When should peace conference speakers submit their presentations?: Set the submission deadline 7 days before the conference. Check the files within 24 hours, resolve missing fonts or videos, and load the final versions onto the presentation laptop and a backup USB stick.
How do I plan catering quantities for a peace conference?: Use the confirmed registrations and dietary requirements to set the order 3 to 5 days ahead. Allow roughly 2 to 3 drinks per person during the first hour, then adjust coffee, water and meal quantities to the programme length.

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.