How to organise a user conference
A user conference needs more than a good programme. Start by fixing the date, venue and session structure, then build the speaker and registration process around them. The details that cause delays are usually practical: collecting presentations, confirming dietary requirements, testing adapters and microphones, and preparing badges and attendance lists. Work backwards from the opening time so catering, equipment, printed materials and room setup are ready before guests arrive.
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
Approach speakers
- 4
Confirm speakers
- 5
Request presentations
- 6
Send invitations
2 people
- 7
Process registrations
- 8
Update registrations
- 9
Collect dietary requirements
- 10
Provide dietary requirements
- 11
Book catering
- 12
Reserve equipment
- 13
Send parking information
- 14
Have the program printed
- 15
Make name badges
2 people
- 16
Print attendance list
- 17
Collect presentations
- 18
Check presentations
2 people
- 19
Do the shopping
2 people
- 20
Chill drinks
2 people
- 21
Check catering
- 22
Bring materials to the venue
3 people
- 23
Open hall
- 24
Set up tables
3 people
- 25
Set up chairs
3 people
- 26
Set up registration desk
2 people
- 27
Lay out name badges
2 people
- 28
Set up the presentation area
2 people
- 29
Connect the projector
- 30
Test microphones
2 people
- 31
Test presentations
2 people
- 32
Check the lighting
- 33
Setting up the coffee station
2 people
- 34
Set up buffet
3 people
- 35
Set out tableware
2 people
- 36
Set out drinks
2 people
- 37
Hang decorations
2 people
- 38
Check toilets
Event
- 39
Receive participants
3 people
- 40
Hand out name badges
2 people
- 41
Serve coffee and tea
2 people
- 42
Deliver the opening presentation
2 people
- 43
Guide speakers
2 people
- 44
Present presentations
- 45
Moderate audience Q&A
- 46
Set up coffee break
3 people
- 47
Refill coffee and tea
2 people
- 48
Serve snacks
3 people
- 49
Collect used cups
2 people
- 50
Refill drinks
2 people
- 51
Open the dinner buffet
3 people
- 52
Refill the dinner buffet
3 people
- 53
Serve diet meals
2 people
- 54
Collect plates and cutlery
3 people
- 55
Deliver the closing presentation
2 people
- 56
Serve the networking drinks reception
3 people
- 57
See guests out
2 people
Aftercare
- 58
Collect waste
3 people
- 59
Wash dishes
3 people
- 60
Take down the buffet
3 people
- 61
Switch off equipment
2 people
- 62
Pack up equipment
2 people
- 63
Remove decorations
2 people
- 64
Clear tables and chairs
3 people
- 65
Clean the room
3 people
- 66
Clean the restrooms
2 people
- 67
Return materials
3 people
- 68
Return borrowed items
2 people
- 69
Clear away leftover stock
2 people
- 70
Send thank-you message
- 71
Share photos and presentations
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- Folding chairsqty 90
- Buffet tablesqty 4
- Registration desk
- High tablesqty 8
- Tableclothsqty 16
Equipment
- Projector
- Projection screen
- Presentation laptop
- Wireless microphonesqty 2
- Microphone stand
- Speakersqty 2
- Mixer
- HDMI cableqty 2
- HDMI adapterqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Gaffer tapeqty 3
Tableware
- Coffee cupsqty 100
- Water glassesqty 100
- Wine glassesqty 100
- Dinner platesqty 100
- Dessert platesqty 100
- Forksqty 100
- Knivesqty 100
- Spoonsqty 100
- Teaspoonsqty 100
- Serving plattersqty 12
- Small bowlsqty 12
- Serving spoonsqty 8
- Coffee potsqty 4
- Water jugsqty 8
Kitchen
- Coolersqty 4
- Ice cube traysqty 4
- Cutting boardsqty 4
- Chef's knifeqty 4
- Bread knivesqty 3
- Serving tongsqty 8
- Foilqty 2
- Food storage containersqty 12
Decorations
- Logo bannersqty 3
- Round table decorationsqty 8
- Name badgesqty 100
- Badge holdersqty 100
- Directional signsqty 8
- Adhesive stripsqty 2
Lighting
- LED string lightsqty 4
- LED table lampsqty 8
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mopqty 2
- Bucketsqty 2
- Cleaning glovesqty 6
Catering
- Groceries
Tips
- Set the date, programme and venue before approaching speakers. Once speakers are confirmed, request their presentations early and set a firm deadline for checking slides, videos and connection requirements.
- Open registration as soon as the core programme is stable. Keep the attendance list updated and collect dietary requirements at registration, then send the final numbers and meal information to the caterer several days before the conference.
- Test the complete presentation chain before event day: presentation laptop, projector, screen, HDMI cable, adapter, speakers, mixer and wireless microphones. Keep extension cords, power strips and gaffer tape available for last-minute fixes.
- Prepare printed materials at least one working day ahead. Print the programme and attendance list, make name badges, and check that the registration desk has everything needed before the hall opens.
- Plan the venue setup from the guest flow: registration first, seating next, then buffet and high tables. Chill drinks and bring materials to the venue early enough to check catering, room layout and equipment before the first arrival.
Frequently asked questions
- How far in advance should I plan a user conference?
- Start planning at least 12 weeks before the event. Fix the date and venue first, then allow several weeks for speaker confirmations, registrations, catering numbers and presentation collection.
- When should speakers submit their presentations?
- Set the presentation deadline 7 to 10 days before the conference. This gives you time to check files, test videos and fonts, and resolve laptop, HDMI or adapter problems before the event.
- When should I send dietary requirements to the caterer?
- Collect dietary requirements during registration and send the final overview to the caterer 3 to 5 working days before the event. Keep a copy at the registration desk and with the catering lead.
- How early should I arrive to set up a user conference?
- Allow at least 2 hours before doors open for a small or medium conference. Use that time to open the hall, arrange tables and chairs, test microphones and projection, set up registration, and check the catering delivery.
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.
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