How to organise a research conference

A research conference runs smoothly when decisions are made in the right order. Start with the date, venue and programme, then secure speakers before opening registration. In the final weeks, collect dietary and presentation information, prepare badges and brochures, and confirm every technical detail. This plan covers the practical work from the first booking through the registration desk, catering, room layout and presentation setup on 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
Set the conference date
2 people
2
Reserve venue
3
Compile program
3 people
4
Confirm speakers
2 people
5
Request presentations
6
Publish registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect speaker information
11
Design badges
12
Create program brochures
2 people
13
Print name badges
2 people
14
Check participant list
15
Order catering
2 people
16
Test the equipment
2 people
17
Collect presentations
18
Put presentations on USB
19
Confirm catering delivery
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Set out presentation materials
2 people
24
Prepare registration table
2 people
25
Set up chairs
4 people
26
Set up tables
3 people
27
Set up the presentation area
3 people
28
Connect the projector
2 people
29
Test microphones
2 people
30
Hang up signage
2 people
31
Put out program brochures
2 people
32
Set up coffee station
2 people
33
Set up the lunch buffet
4 people
34
Arrange snacks
3 people

Event

35
Welcome speakers
2 people
36
Open registration
3 people
37
Hand out badges
2 people
38
Serve welcome coffee
3 people
39
Guide the opening presentation
2 people
40
Provide technical support for presentations
2 people
41
Moderate audience Q&A
2 people
42
Serve coffee break
4 people
43
Refill drinks
2 people
44
Collect used cups
2 people
45
Announce lunch time
46
Serve lunch buffet
4 people
47
Serve diet meals
2 people
48
Restock the buffet
3 people
49
Clear tables
3 people
50
Lead the afternoon session
2 people
51
Refill drinks
2 people
52
Moderate the panel discussion
2 people
53
Serve snacks
3 people
54
Refill drinks
2 people
55
Lead the closing
2 people
56
Thank speakers
2 people
57
See off the last guests
2 people

Aftercare

58
Collect tableware
3 people
59
Separate waste
2 people
60
Clean the venue
4 people
61
Disconnect equipment
2 people
62
Put furniture back
4 people
63
Inventory materials
2 people
64
Return borrowed items
2 people
65
Clear away leftover catering
2 people
66
Return venue keys

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Coat rackqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Coffee potsqty 6

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
HDMI cablesqty 4
USB sticksqty 4
Batteriesqty 12

Decorations

Name badge holdersqty 90
Name badge holdersqty 90
Tablecloth setsqty 12
Wayfinding signsqty 8
Wall postersqty 6
Flower arrangementsqty 6

Catering

Thermos flasksqty 8
Coolersqty 4
Ice cubesqty 12
Drink dispensersqty 3
Bread basketsqty 8
Small bowlsqty 16
Serving tongsqty 8
Corkscrewsqty 2
Groceries

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4

Tips

Set the date and reserve the venue before contacting speakers or publishing registration. Check that the room fits the expected audience and has enough chairs, tables, power outlets and space for a registration desk.
Build the programme around confirmed speakers, then request presentation files before the event. Put the final presentations on USB sticks as a backup, rather than relying on one laptop or an internet connection.
Open registration only after the programme and essential speaker information are ready. Set a clear deadline for dietary requirements, then check the participant list against badge names before printing.
Test the projector, screen, laptop, microphones, speakers, clicker and HDMI cables in the actual room. Do this at least one day before the conference if possible, and keep spare batteries, power strips and extension cords available.
Treat catering as a timed delivery, not a last-minute shopping task. Confirm the delivery time, chill drinks in advance, prepare snacks and set out coffee cups, water glasses, plates and cutlery before attendees arrive.

Frequently asked questions

How far in advance should I organise a research conference?: Start at least 12 weeks before the conference, especially if you need to reserve a venue and confirm several speakers. Open registration once the programme is stable, usually 6 to 8 weeks beforehand.
When should I ask speakers for their presentations?: Request presentation files 7 to 10 days before the event and set a firm submission deadline. Copy the final files to USB sticks and test them on the conference laptop before the first session.
When should I print conference badges?: Print name badges 3 to 5 days before the conference, after checking the participant list and dietary information. Keep a small supply of blank badge holders for late registrations or spelling corrections.
How do I prepare the room for a research conference?: Set up chairs, tables, the speaker table and registration desk at least 2 hours before attendees arrive. Test all presentation equipment afterward, then place wayfinding signs, brochures, badges and water at the relevant tables.

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