How to organise a strategy conference

A strategy conference needs more than a room and a series of presentations. Start by fixing the purpose, participant list and timetable, then build the programme around confirmed speakers and practical discussion time. Registration, dietary requirements and transport details should be settled before the event week. On the day, the biggest risks are usually missing adapters, unclear room layouts, late catering and presentations that have not been tested on the actual laptop and projector.

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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
Create the participant list
2
Set the schedule and times
2 people
3
Approach speakers
4
Collect speaker information
5
Reserve venue
6
Book catering
7
Reserve equipment
8
Send invitations
2 people
9
Open the registration form
10
Process registrations
11
Collect dietary requirements
12
Map out transport needs
13
Confirm participants
14
Prepare badges
2 people
15
Collect presentations
16
Print the run sheet
17
Print name badges
18
Print worksheets
2 people
19
Create floor plan
20
Send directions
21
Checking equipment and power
2 people
22
Do the shopping
2 people
23
Check the catering delivery
2 people
24
Collect materials
2 people
25
Back up presentations
26
Open venue
2 people
27
Check the Venue
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up registration desk
2 people
31
Lay out badges
2 people
32
Set out presentation materials
2 people
33
Test microphones
2 people
34
Test the projector
2 people
35
Set up flip charts
2 people
36
Prepare coffee and tea
2 people
37
Chill drinks
2 people
38
Set up the lunch buffet
3 people
39
Test technical reception
2 people

Event

40
Welcome speakers
2 people
41
Register participants
3 people
42
Hand out badges
2 people
43
Serve coffee and tea
2 people
44
Guide the opening
45
Support presentations
2 people
46
Monitor the schedule
47
Collect questions from the audience
48
Refill drinks
2 people
49
Provide break service
3 people
50
Guide workgroups
5 people
51
Collecting flip chart sheets
2 people
52
Open the dinner buffet
3 people
53
Serve dinner
4 people
54
Serve diet meals
2 people
55
Collect crockery and glasses
3 people
56
Support the evening program
2 people
57
Refill drinks
2 people
58
Handle the closing
59
Guide participant departures
2 people

Aftercare

60
Collect waste
3 people
61
Wash dishes
3 people
62
Clean up catering
3 people
63
Switch off the equipment
2 people
64
Pack presentation materials
2 people
65
Put tables and chairs back
4 people
66
Clean the room
3 people
67
Inventory materials
2 people
68
Return borrowed items
2 people
69
Store leftover catering
2 people
70
Collect expense receipts

What to bring

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

Furniture

Congress tablesqty 8
Chairsqty 60
Registration desk
Speaker chairsqty 4
Coat rackqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Power stripsqty 6
Extension cordsqty 6
Laser pointerqty 2
Flip chartsqty 5
Flipchart markersqty 20
Presentation clickerqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Wine glassesqty 70
Dinner platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Induction hob
Food warmersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6

Decorations

Name badgesqty 60
Badge holdersqty 60
Tableclothsqty 10
Directional signsqty 8
Program postersqty 6
Pensqty 70
Notepadsqty 60
Table name cardsqty 10
Tapeqty 4
Scissorsqty 4
Poster puttyqty 4
Table numbersqty 10

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the schedule before inviting speakers. Include arrival and registration time, breaks, lunch, discussion blocks and a clear finishing time; a full-day strategy conference usually needs at least two substantial breaks.
Confirm speakers in writing at least four weeks ahead, then collect their session titles, biographies, presentation files and technical needs. Ask for final presentations no later than 48 hours before the conference.
Close registration seven to ten days before the event so you can confirm attendance, dietary requirements, badges, worksheets, seating and transport needs instead of estimating quantities.
Test the complete presentation setup the day before: laptop, projector, screen, HDMI cables, adapters, microphones, speakers, mixer, power strips and extension cords. Do not assume the venue supplies compatible adapters or enough power.
Create the room layout before delivery day. Place the registration desk, congress tables, speaker chairs, coat rack, flip charts and screen on a floor plan, and print the run sheet, name badges and worksheets before leaving for the venue.

Frequently asked questions

How far in advance should I organise a strategy conference?: Start planning at least 8 to 12 weeks before the conference. Secure the venue and approach speakers first, then open registration once the date, programme outline and location are confirmed.
When should registration close for a strategy conference?: Close registration 7 to 10 days before the event. That gives you enough time to confirm participants, collect dietary requirements, prepare badges and order catering accurately.
How many breaks should a full-day strategy conference have?: Plan two coffee breaks of 15 to 20 minutes and a lunch break of 45 to 60 minutes for a full-day programme. Add discussion time after major sessions so the schedule is not filled entirely with presentations.
When should I collect presentations from conference speakers?: Request final presentation files at least 48 hours before the event and back them up in one shared folder and on the event laptop. Test every file on the presentation laptop before participants arrive.

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.