How to organise a policy conference

Start by fixing the purpose and structure of the policy conference before booking anything. Once the programme, host and speakers are taking shape, secure the venue, catering and technical setup in that order. Registration needs an early deadline so you can collect dietary requirements, prepare name badges and close the participant list. The final week is for checking presentations, printing the run sheet and testing every microphone, cable and screen connection.

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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 objective
2 people
2
Confirm speakers
3
Confirm host
4
Reserve venue
5
Book catering
6
Reserve technical supplies
7
Draft invitations
2 people
8
Create a registration form
9
Send invitations
10
Process registrations
2 people
11
Collect dietary requirements
12
Send speaker information
13
Collect presentations
14
Check presentations
2 people
15
Close the participant list
16
Print name badges
2 people
17
Print programs
18
Determine the table layout
2 people
19
Print the run sheet
20
Test the equipment
2 people
21
Confirm catering order
22
Do the shopping
3 people
23
Gather equipment and materials
3 people
24
Sort badges and programs
2 people

Event

25
Open venue
2 people
26
Check the Venue
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up registration desk
2 people
30
Set up the stage and podium table
3 people
31
Set up projector and screen
2 people
32
Connect microphones
2 people
33
Set up presentations
34
Set up lighting
2 people
35
Hang up signage
2 people
36
Set up decorations
2 people
37
Set up coffee station
2 people
38
Set up buffet
4 people
39
Chill drinks
2 people
40
Set out tableware and cutlery
2 people
41
Brief the registration team
42
Welcome speakers
2 people
43
Register participants
4 people
44
Serve welcome coffee
3 people
45
Guide the opening
2 people
46
Provide technical support for presentations
2 people
47
Guide speakers
2 people
48
Refill drinks
2 people
49
Set up coffee break
3 people
50
Serve coffee break
3 people
51
Clear used dishes
3 people
52
Moderate panel discussion
3 people
53
Set up evening buffet
4 people
54
Serve the evening buffet
5 people
55
Serve diet meals
2 people
56
Restock the buffet
3 people
57
Clear away dishes
3 people
58
Lead the closing
2 people
59
Handle the final round of drinks
2 people
60
See participants off
2 people

Aftercare

61
Switch off equipment
2 people
62
Dismantle the buffet and kitchen
4 people
63
Clear tables and chairs
4 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean the room
3 people
67
Check toilets
68
Remove decorations
2 people
69
Inventory materials
2 people
70
Return borrowed materials
2 people
71
Archive presentations
72
Send thank-you message
73
Archive participant list

What to bring

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

Furniture

Rectangular tablesqty 14
Chairsqty 120
Registration desk
Buffet tablesqty 4
Speaker table
Lectern
Stoolsqty 4

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 140
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 8
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
traysqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 12
Wayfinding signsqty 8
Cocktail table coversqty 6

Lighting

LED spotlightsqty 6
String lightsqty 4

Office supplies

Name badgesqty 120
Lanyardsqty 120
Program leafletsqty 120
Notepadsqty 120
Ballpoint pensqty 130
Pen holdersqty 6
Tapeqty 4
Scissorsqty 4
Markersqty 12
Sticky notesqty 12

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Vacuum cleaner
Mopsqty 3
Broomqty 2
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Set the objective and programme before sending invitations. A policy conference with several speakers needs clear session lengths, a named host and confirmed speaking slots before registration opens.
Confirm speakers and collect their presentation files before the final week. Check every deck on the event laptop and projector, rather than discovering incompatible fonts, videos or missing files at the venue.
Set a registration closing date early enough to print badges and programmes. Keep a separate record of dietary requirements, then confirm the final catering order after the participant list is closed.
Plan the room around the format, not just the number of chairs. Mark space for the registration desk, lectern, speaker table, rectangular tables, buffet tables and clear sightlines to the projection screen.
Run a complete technical test before guests arrive. Connect the laptop, projector, screen, HDMI cables, audio mixer, speakers and wireless microphones, and keep extension cords, power strips and power banks available as backups.

Frequently asked questions

How far in advance should I organise a policy conference?: Begin at least 8 to 12 weeks before the conference. Use the first 2 weeks to define the objective, programme, venue, host and speakers, then allow several weeks for invitations and registration.
When should I send policy conference invitations?: Send invitations as soon as the venue, date, main programme and speakers are confirmed, ideally 6 to 8 weeks ahead. Set the registration deadline about 7 to 10 days before the event so badges, programmes and catering can be finalised.
When should speakers submit their presentations?: Ask for final presentations no later than 3 to 5 days before the conference. Check them on the event laptop and test any videos, fonts or links before opening the venue.
How do I organise the room for a policy conference?: Create the table layout at least 1 week in advance and confirm it again when the venue opens. Leave clear routes to the registration desk, lectern and buffet, with the projection screen visible from every participant seat.

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.