How to organise a suppliers conference

A suppliers conference runs smoothly when the programme, people and room setup are planned as one process. Start by confirming the date and venue, then build the programme, check the supplier list and invite attendees early enough to process registrations. In the final week, collect dietary requirements and presentations, confirm speakers, and test every connection. On the day, allow time to receive deliveries, check the rooms, set up registration and test the sound and screen before guests arrive.

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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
Confirm date and location
2
Compile program
2 people
3
Check supplier list
2 people
4
Draft invitations
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Confirm speakers
9
Collect presentations
10
Book catering
11
Reserve equipment
12
Send parking information
13
Make name badges
2 people
14
Print participant list
15
Sort badges
2 people
16
Test presentations
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Check catering
20
Open venue
2 people
21
Receive deliveries
2 people
22
Check rooms
2 people
23
Set up tables
4 people
24
Set up chairs
4 people
25
Set up registration desk
2 people
26
Lay out name badges
2 people
27
Lay out program booklets
2 people
28
Set up the stage and podium table
3 people
29
Set up projector and screen
2 people
30
Connect microphones
2 people
31
Test sound system
2 people
32
Set up presentations
2 people
33
Check the lighting
34
Set up buffet and coffee tables
3 people
35
Set out snacks
3 people
36
Check toilets
37
Place waste bins
2 people
38
Brief reception team
4 people

Event

39
Welcome guests
4 people
40
Hand out badges
3 people
41
Serve welcome drinks
3 people
42
Deliver the opening presentation
2 people
43
Guide speakers
2 people
44
Present presentations
45
Manage microphones
46
Serve snacks
4 people
47
Refill drinks
3 people
48
Refill coffee and tea
2 people
49
Keep the break room clean
2 people
50
Moderate audience Q&A
51
Support panel discussion
2 people
52
Open the dinner buffet
3 people
53
Refill the dinner buffet
4 people
54
Serve diet meals
2 people
55
Collect tableware
3 people
56
Serve dessert
3 people
57
Host the networking drinks reception
4 people
58
Restock drinks and glasses
3 people
59
See guests off
2 people
60
Collect lost and found items

Aftercare

61
Switch off the equipment
2 people
62
Collect tableware
3 people
63
Tear down the buffet
3 people
64
Dismantle tables and chairs
4 people
65
Remove decorations
2 people
66
Collect waste
3 people
67
Wash dishes
3 people
68
Clean the venue
4 people
69
Empty the coolers
2 people
70
Check materials
2 people
71
Return borrowed materials
2 people
72
Check supplier invoices
73
Send thank-you email

What to bring

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

Furniture

Conference chairsqty 90
Registration tablesqty 2
Buffet tablesqty 6
Tall cocktail tablesqty 10
Dining tablesqty 12
Speaker table
Stage
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Flip chartsqty 3
Markersqty 12
Sound amplifier

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving utensilsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Aluminum foilqty 3
Cling filmqty 3
Napkin dispensersqty 6

Decorations

Tableclothsqty 20
Chair coversqty 90
Name badge holdersqty 90
Lanyardsqty 90
Welcome sign
Direction signsqty 8
Flower arrangementsqty 8
Table numbersqty 12

Lighting

Atmosphere lightsqty 10
LED lampsqty 8

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Microfiber clothsqty 20
Glovesqty 12
Hand soap dispensersqty 6
Toilet paper holdersqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Include speaker times, breaks and catering slots so registrations and supplier coordination are based on a finished schedule.
Keep one registration file with names, dietary requirements and parking information. Print the participant list and sort name badges before the venue opens, rather than during arrival.
Test the presentation setup with the actual laptop, projector, screen, HDMI cables and adapters. Do this before the conference day and repeat the test after the room is set up.
Plan the room around the programme: conference chairs and a clear view of the stage for sessions, buffet and dining tables for catering, and tall tables for informal conversations. Check power access before placing furniture.
Create a delivery and opening sequence for the venue. Allow time to receive catering and equipment, check each room, chill drinks, set up the registration desk and confirm microphones and speakers before the first attendee arrives.

Frequently asked questions

How far in advance should I organise a suppliers conference?: Start planning at least 8 to 12 weeks ahead. Confirm the date, venue, programme and supplier list first, then send invitations early enough to allow registration, dietary information and speaker confirmations.
When should I send invitations for a suppliers conference?: Send invitations around 6 to 8 weeks before the conference when possible. Set a registration deadline at least 10 days before the event so you can confirm numbers with catering and print participant lists and badges.
When should presentations be collected and tested?: Ask speakers for their presentations no later than 3 to 5 days before the event. Test every file, laptop connection, HDMI adapter, projector, screen and presentation clicker before opening the venue.
How early should I arrive to set up a suppliers conference?: Allow at least 3 hours before guest arrival for a multi-room conference. This gives you time to receive deliveries, check catering, arrange tables and chairs, set up registration, test sound and resolve missing equipment.

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.