How to organise a practice conference

A practice conference depends on a clear programme, reliable speakers and a registration process that does not create last-minute work. Start by fixing the date, venue and target participant group, then build the programme around confirmed contributions. Registrations, dietary requirements and presentation files need separate tracking. In the final week, focus on printed materials, catering numbers, room layout and a full equipment test rather than trying to solve everything on the event 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
Set the date and program
2 people
2
Reserve venue
3
Confirm speakers
2 people
4
Define the target participant group
2 people
5
Create the registration form
6
Draft invitations
2 people
7
Send invitations
8
Process registrations
2 people
9
Keep track of the participant list
10
Collect dietary requirements
11
Collect speaker information
12
Collect presentations
13
Check presentations
2 people
14
Finalize the program
2 people
15
Design name badges
16
Print name badges
17
Print program leaflets
18
Send directions
19
Book catering
20
Order coffee break
21
Order bar snacks
22
Order dietary meals
23
Reserve equipment
24
Test microphones
2 people
25
Back up presentation files
26
Print the run sheet
27
Confirm deliveries
28
Do the shopping
3 people
29
Check catering
2 people
30
Freeze cooling packs
31
Collect materials
3 people
32
Open venue
2 people
33
Check the Venue
2 people
34
Set up tables
4 people
35
Set up chairs
4 people
36
Set up registration desk
2 people
37
Set up the stage table
2 people
38
Set up projector
2 people
39
Hang up the screen
2 people
40
Connect the sound system
2 people
41
Fully test technical setup
2 people
42
Set up presentations
43
Lay out name badges
2 people
44
Lay out program brochures
2 people
45
Set out coffee and tea
3 people
46
Chill drinks
2 people
47
Present snacks
3 people
48
Brief the registration team

Event

49
Welcome speakers
2 people
50
Register participants
4 people
51
Hand out name badges
2 people
52
Serve welcome coffee
3 people
53
Deliver the opening presentation
2 people
54
Announce the speakers
55
Play presentations
56
Manage microphones
57
Moderate audience Q&A
58
Serve coffee break
4 people
59
Refill drinks
2 people
60
Clear used dishes
2 people
61
Set up the drinks buffet
4 people
62
Serve snacks
4 people
63
Serve diet meals
2 people
64
Host the networking drinks reception
3 people
65
Deliver closing remarks
66
Guide the final departure
2 people

Aftercare

67
Collect tableware
3 people
68
Pack leftover catering
2 people
69
Take down tables and chairs
4 people
70
Switch off the equipment
2 people
71
Remove decorations
2 people
72
Collect waste
3 people
73
Clean the room
3 people
74
Check sanitary facilities
75
Load materials
3 people
76
Return keys and access passes
77
Return borrowed materials
2 people
78
Check outstanding invoices
79
Send a thank-you gift to participants
80
Share presentations digitally

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 110
Registration deskqty 2
Stage table
Speaker chairsqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 6
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Laser pointerqty 2
Clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 4
Serving traysqty 12
Small bowlsqty 20
Serving bowlsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving utensilsqty 12
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 12
Name badge holdersqty 110
Table numbersqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Backdrop

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, venue and programme framework before opening registration. Aim to confirm the main speakers before sending invitations, so participants receive a useful outline rather than a list of possibilities.
Keep the participant list in one place and close the first catering count several days before the conference. Record dietary requirements as registrations arrive instead of asking people to repeat them at check-in.
Request presentations before the final week and check every file on the event laptop. Save a backup copy, test HDMI cables and adapters, and make sure the projector, screen and microphones work together.
Plan the room around how people will move through it. Put the registration desk where it can be found immediately, leave space for coats and waste bins, and check that speaker chairs, tables and cables do not block access.
Prepare the arrival materials before the event day: print name badges and programme leaflets, send directions, and pack a small technical backup kit. Power strips, extension cords, adapters, a clicker and power banks are easy to overlook until setup starts.

Frequently asked questions

How far in advance should I organise a practice conference?: Start at least 8 to 12 weeks ahead for a small or medium conference. Use the first weeks for the date, venue, speakers and participant group, then leave the final 7 days for confirmations, printed materials, catering numbers and technical checks.
When should I send invitations for a practice conference?: Send the first invitations 4 to 6 weeks before the event, once the date, venue and programme outline are stable. Send a reminder about 7 days before the conference with directions and the latest programme.
How many speakers should be confirmed before registration opens?: Confirm the speakers needed for the core programme before registration opens, ideally at least 3 to 4 weeks in advance. Keep any unconfirmed session clearly marked internally so the published programme does not change repeatedly.
When should I collect dietary requirements and catering numbers?: Collect dietary requirements directly in the registration form and review them every week. Send the final participant and meal count to catering 3 to 5 days before the conference, while keeping a small margin for late changes.

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.