How to organise a theatre conference without last-minute problems

Organising a theatre conference starts with the venue, date and speaker commitments, but the work only becomes manageable once you build the programme around fixed deadlines. Confirm technical needs while speakers are still being booked, then open registration early enough to estimate seating, catering and dietary requirements. In the final week, focus on presentations, transport, badges, signage and equipment testing. On the day, separate registration, backstage preparation and technical control so one delay does not stop the whole programme.

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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
Reserve venue
2
Confirm speakers
2 people
3
Send invitations
2 people
4
Publish registration form
5
Create the program
2 people
6
Gather technical requirements
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Order catering
10
Arrange Transport for Speakers
11
Collect presentations
12
Test the equipment
2 people
13
Design name badges
14
Design signage
15
Brief volunteers
2 people
16
Check participant list
17
Print the program
2 people
18
Print name badges
2 people
19
Send speaker information
20
Confirm catering details
21
Do the shopping
3 people
22
Collect materials
2 people
23
Set up presentations
2 people
24
Fill coolers
2 people
25
Prepare registration table
2 people
26
Set up the hall
4 people
27
Set up tables
3 people
28
Set up chairs
4 people
29
Set up the stage
3 people
30
Connect the projector
2 people
31
Test microphones
2 people
32
Set lighting scenes
2 people
33
Hang up signage
2 people
34
Prepare registration materials
2 people
35
Set up coffee station
2 people
36
Set out snack break refreshments
3 people

Event

37
Welcome speakers
2 people
38
Register participants
4 people
39
Serve welcome drinks
3 people
40
Lead the opening session
2 people
41
Provide technical support for presentations
2 people
42
Monitor the schedule
43
Refill drinks
2 people
44
Serve break snacks
3 people
45
Moderate the Q&A
2 people
46
Serve dinner
5 people
47
Restock the buffet
3 people
48
Clear away dishes
3 people
49
Lead the workshops
5 people
50
Support the technical setup
2 people
51
Set up the networking drinks reception
3 people
52
Serve snacks
3 people
53
Lead the closing
2 people
54
See participants off
2 people

Aftercare

55
Switch off equipment
2 people
56
Clear away food and drinks
3 people
57
Collect waste
3 people
58
Wash dishes
3 people
59
Put furniture back
4 people
60
Clean the room
3 people
61
Remove decorations
2 people
62
Pack up materials
2 people
63
Return borrowed items
2 people
64
Store leftover stock
2 people
65
Collect lost and found items

What to bring

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

Furniture

Foldable tablesqty 12
Conference chairsqty 100
Stage sectionsqty 4
Speaker chairsqty 6
Dressing tablesqty 2
Registration desk
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 120
Spoonsqty 120

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 3
Mixer
Speakersqty 2
DI box
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 10
Presentation clickerqty 2
Flip chartsqty 5
Flipchart markersqty 20
Power banksqty 4
Charging cablesqty 6

Decorations

Stage backdrop
Theater postersqty 12
Table runnersqty 12
Name badgesqty 100
Directional signsqty 12
Program standsqty 6

Lighting

Stage spotlightsqty 4
LED light barsqty 4
Light standsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Serving traysqty 8
Coolersqty 4
Ice cube traysqty 6
Serving spoonsqty 8
Buffet tongsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the programme before ordering catering. Use the confirmed session times to calculate arrival windows, breaks and the number of meals, coffee servings and dietary portions you need.
Ask every speaker for presentation files and technical requirements at least 7 days before the conference. Test the laptop, projector, screen, microphones, mixer, cables and adapters together rather than checking them separately.
Close or review registration 3 to 5 days before the event. Use the participant list to prepare name badges, seating, dietary notes and the quantities needed for cups, glasses, plates and cutlery.
Plan speaker transport with specific pickup times and a named contact. A late speaker can affect the programme, so include a buffer of at least 30 minutes before their session or sound check.
Build the room in zones: registration near the entrance, the stage and speaker chairs at the front, and a separate area for dressing tables, clothes racks and presentation preparation. Put cable trays and power strips in place before chairs and tables block access.

Frequently asked questions

How far in advance should I start organising a theatre conference?: Start at least 8 to 12 weeks ahead if speakers, catering and technical equipment are involved. Reserve the venue and confirm speakers first, then publish registration once the programme has a reliable structure.
When should speakers send their presentations?: Set the deadline 7 days before the conference. Keep the final day before the event for checking fonts, videos, aspect ratios and connections, not for collecting missing files.
How many people should staff the registration desk?: Allow one registration volunteer for every 50 to 75 participants during the busiest arrival period. For 150 participants, three people can check names, hand out badges and answer practical questions without creating a long queue.
When should I confirm catering numbers and dietary requirements?: Collect dietary requirements during registration and confirm final numbers with the caterer 3 to 5 days before the conference. Keep a small buffer for late changes, but do not wait until the event morning to place the order.

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.