How to organise a study conference from start to finish

A study conference needs more than a strong programme. You have to secure the venue, coordinate speakers, manage registrations and make sure every room works on the day. Start by fixing the date and session structure, then work outward to invitations, catering and technical planning. This plan covers the full process, including the details people often leave too late: dietary requirements, presentation files, name badges, certificates, signage and equipment testing.

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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
Arrange halls and rooms
2 people
4
Invite speakers
2 people
5
Collect speaker information
6
Create a registration form
7
Send invitations
2 people
8
Distribute promotional materials
2 people
9
Process registrations
10
Collect dietary requirements
11
Answer participants' questions
12
Calculate catering quantities
2 people
13
Collect presentations
14
Check presentations
2 people
15
Print the program
16
Prepare name badges
2 people
17
Update participant list
18
Print certificates
19
Create the route and signage
20
Test the equipment
2 people
21
Do the shopping
3 people
22
Chill food and drinks
2 people
23
Prepare snacks
4 people
24
Prepare the buffet menu
3 people
25
Collect materials
2 people
26
Open venue
2 people
27
Check room layout
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up registration desk
2 people
31
Lay out name badges
2 people
32
Lay out the programs
2 people
33
Hang up signage
2 people
34
Connect the technical equipment
3 people
35
Set up presentations
2 people
36
Set up buffet
4 people
37
Set out coffee and tea
2 people

Event

38
Staff the registration desk
3 people
39
Receive participants
3 people
40
Deliver the opening presentation
2 people
41
Guide speakers
2 people
42
Present presentations
2 people
43
Collect questions from the audience
2 people
44
Set up coffee break
3 people
45
Serve coffee and tea
3 people
46
Refill drinks
2 people
47
Serve snacks
3 people
48
Lead work sessions
6 people
49
Restock the buffet
3 people
50
Serve dinner buffet
4 people
51
Distribute diet meals
2 people
52
Collect tableware
3 people
53
Start the evening session
2 people
54
Moderate the panel discussion
3 people
55
Keep the break room tidy
2 people
56
Handle the closing
2 people
57
Hand out certificates
2 people
58
See participants off
3 people

Aftercare

59
Switch off the equipment
2 people
60
Sort materials
3 people
61
Collect waste
3 people
62
Wash dishes
3 people
63
Take down the buffet
3 people
64
Clean the rooms
4 people
65
Put furniture back
4 people
66
Lock up the venue
2 people
67
Store leftover food
2 people
68
Return materials
2 people
69
Return borrowed equipment
2 people
70
Thank participants
71
Edit presentations
72
Send certificates digitally

What to bring

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

Furniture

Foldable tablesqty 14
Chairsqty 90
Registration desk
Speaker table
Lectern
Coat racksqty 3

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Drinking glassesqty 120
Knivesqty 100
Forksqty 100
Spoonsqty 100
Coffee spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Serving plattersqty 12
Serving traysqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 6
Food containersqty 12
Serving utensilsqty 16

Decorations

Tableclothsqty 14
Name badgesqty 100
Name badge holdersqty 100
Program leafletsqty 100
Directional signsqty 12
Speaker signsqty 8
Flip chartsqty 6
Flipchart padsqty 12
Markersqty 24
Pensqty 120
Notepadsqty 100

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Fix the date, programme structure and room needs before sending invitations. Decide how many halls, breakout rooms, speaker spaces and registration points you need, then reserve the venue around that plan.
Give speakers a clear deadline for their information and presentations, ideally at least two weeks before the conference. Check every file on the actual laptops, projector, screen and HDMI adapters you will use.
Close registration numbers early enough to order catering accurately. Collect dietary requirements with the registration form, then calculate meals, snacks, coffee and drinks separately instead of relying on one total headcount.
Prepare the participant list, name badges, printed programme and certificates at least one working day before the event. Keep a current digital list as well, because late registrations and spelling corrections are common.
Walk through the venue before attendees arrive. Test microphones, speakers, presentation clickers, power strips and extension cords in each room, and place route signs where a first-time visitor could hesitate.

Frequently asked questions

How far in advance should I organise a study conference?: Start at least four to six months ahead if you need a venue and external speakers. Set the date and programme first, reserve the rooms next, and leave the final two weeks for presentations, catering numbers and printed materials.
When should I send study conference invitations?: Send the first invitations six to eight weeks before the conference, once the date, venue and main programme are confirmed. Set a registration deadline about two weeks before the event so you can confirm catering and dietary requirements.
How many drinks should I plan for a study conference?: For the first hour, plan two to three drinks per participant, then allow roughly one drink per person per hour afterward. Add coffee and tea service separately, and keep extra water available near registration and in every session room.
When should speakers send their presentations?: Ask speakers to submit presentations at least two weeks before the conference. Check the files several days before the event and keep a final copy on the presentation laptop, rather than depending on last-minute downloads.

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