How to organise a travel conference

Start by fixing the date, format and programme before inviting anyone. Once speakers, moderators and the venue are confirmed, open registration and publish the essential travel information early. The work then shifts to collecting attendee details, preparing presentations, ordering catering and checking the room and equipment. Use the final week for confirmations and technical tests, then keep a printed run sheet and contact list available 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 conference date and program
2 people
2
Confirm speakers and moderators
2 people
3
Confirm the venue and room layout
2 people
4
Send invitations
2 people
5
Open the registration form
6
Publish the program online
7
Send speaker information
8
Collect presentations and portraits
9
Process registrations
2 people
10
Collect dietary requirements
11
Send transportation information
12
Design name badges
13
Print name badges
2 people
14
Check the attendance list
15
Place catering order
16
Test technical presentation files
2 people
17
Print the run sheet and contact list
18
Purchase materials and supplies
2 people
19
Back up presentations
20
Sort badges and welcome packs
2 people
21
Leave the hall clean and empty
2 people
22
Set up tables and chairs
4 people
23
Set up registration desk
2 people
24
Set up the podium table and lectern
2 people
25
Set up projector and screen
2 people
26
Connect microphones and speakers
2 people
27
Connect the presentation laptop
28
Test presentations and videos
2 people
29
Check lighting and power
2 people
30
Place wayfinding and room signs
2 people
31
Lay out name badges
2 people
32
Set up information table
2 people
33
Set up coffee and tea station
2 people
34
Chill drinks
2 people
35
Set up the catering buffet
3 people
36
Mark dietary meals separately
2 people

Event

37
Welcome speakers
2 people
38
Brief the speakers on technical matters
2 people
39
Staff the registration desk
3 people
40
Welcome and register visitors
3 people
41
Hand out badges and programs
2 people
42
Serve welcome drinks
3 people
43
Guide the opening presentation
2 people
44
Monitor time and schedule
45
Hand microphones to speakers
46
Operate presentations technically
47
Moderate audience Q&A
48
Set up coffee break
3 people
49
Serve coffee and tea
3 people
50
Refill snacks
2 people
51
Collect used dishes
2 people
52
Refill drinks
2 people
53
Set up the networking drinks reception
3 people
54
Serve the networking drinks reception
4 people
55
Refill snacks
2 people
56
Set up dining tables
4 people
57
Set up the dinner buffet
4 people
58
Open the dinner buffet
3 people
59
Serve dinner
4 people
60
Serve diet meals
2 people
61
Refill the dinner buffet
2 people
62
Clear used dishes
3 people
63
Announce evening program
64
Moderate the panel discussion
3 people
65
Refill the last drinks
2 people
66
Lead the closing and thank-you speech
2 people
67
Guide visitors to the exit
2 people

Aftercare

68
Collect lost property
2 people
69
Sort and dispose of waste
3 people
70
Clear up catering and kitchen
3 people
71
Wash dishes and glasses
3 people
72
Power Down and Pack Up Equipment
2 people
73
Remove decorations and signage
2 people
74
Put the tables and chairs back
4 people
75
Clean the hall and entrance
3 people
76
Check and clean toilets
2 people
77
Count and pack materials
2 people
78
Return borrowed materials
2 people
79
Store leftovers refrigerated
2 people
80
Send participant emails
81
Submit presentations digitally
82
Archive invoices and receipts

What to bring

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

Furniture

Conference chairsqty 140
Tablesqty 18
Bar stoolsqty 8
Stage table
Lectern
Registration deskqty 2
Clothes racksqty 2

Tableware

Coffee cupsqty 140
Water glassesqty 180
Wine glassesqty 140
Platesqty 160
Dessert platesqty 150
Cutlery setsqty 160
Coffee spoonsqty 140
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 3
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving jugsqty 8
Serving spoonsqty 10
Buffet warmersqty 6
Aluminum serving traysqty 12

Decorations

Table runnersqty 18
Name card holdersqty 12
Flags for World Regionsqty 12
Table bouquetsqty 18
Backdrop
Adhesive stripsqty 4
Cable matsqty 10

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Catering

Name badgesqty 150
Badge holdersqty 150
Lanyardsqty 150
Program leafletsqty 150
Notepadsqty 150
Ballpoint pensqty 170
Table cardsqty 30
Buffet labelsqty 20
Napkin holdersqty 18
Drink dispensersqty 4
Waste binsqty 8
Groceries

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Rubber glovesqty 8
Dustpan and brushqty 2
Trash bag holdersqty 8

Tips

Confirm the venue layout before publishing the programme. Check where the registration desk, lectern, stage table, screen, projector and speaker seating will go, rather than adjusting the room after attendees arrive.
Give speakers a firm deadline for presentations and portraits, ideally 7 days before the conference. Test every file on the presentation laptop and keep a backup on at least one USB stick.
Close or review registration several days before the event so you can check the attendance list and dietary requirements. Send transportation information at the same time, especially if guests are travelling from different places.
Place the catering order only after registration numbers and dietary requirements are reasonably stable. Plan coffee service, water glasses and meals around the programme breaks instead of estimating from the room capacity.
Prepare badges, welcome packs and the printed run sheet the day before. On the morning, allow time to set up tables and chairs, test microphones and HDMI adapters, and check extension cords and power strips before registration opens.

Frequently asked questions

How far in advance should I organise a travel conference?: Start planning at least 12 weeks ahead if the conference needs external speakers, travel information and a venue. Aim to have the date, programme framework and room confirmed within the first 2 weeks.
When should I open registration for a travel conference?: Open registration once the date, venue, programme outline and main speakers are confirmed, usually 8 to 10 weeks before the event. Keep registration open long enough to collect attendance numbers and dietary requirements before placing the catering order.
When should speakers send their presentations?: Set the presentation deadline 7 days before the conference. Test the files on the event laptop, check videos and fonts, and store a backup copy before the final week.
How long before the conference should the room be set up?: Set up the registration desk, seating, lectern, screen and technical equipment at least 2 hours before guests arrive. Keep the final 30 minutes for microphone checks, presentation testing and badge sorting.

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.