How to organise a world summit from the ground up

A world summit needs more than a venue and a speaker list. Start by fixing the date, location, programme and theme, then build the guest and speaker process around them. Registration, dietary and accessibility information should be collected early enough to shape catering, seating and transport. In the final weeks, focus on briefings, presentations, badges, interpreting, security and technical checks so the event day is not carrying unfinished planning work.

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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 people
2
Set the program and theme
3 people
3
Approach speakers
2 people
4
Collect speaker information
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect accessibility needs
11
Check visitor list
2 people
12
Prepare name badges
3 people
13
Print the program
2 people
14
Send speaker briefing
15
Collect presentations
2 people
16
Check presentations
2 people
17
Book catering
18
Reserve equipment
19
Reserve interpreting equipment
20
Reserve security
21
Reserve parking spaces
22
Arrange transportation for guests
2 people
23
Create route and safety plan
3 people
24
Sort badges
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare the reception desk
2 people
28
Set out the room layout
3 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up catering tables
2 people
32
Hang up decorations
2 people
33
Connect lighting and power
2 people
34
Set up the sound system
3 people
35
Connect the screens
2 people
36
Test microphones
2 people
37
Test the interpreting booths
2 people
38
Test Wi-Fi and the presentation network
2 people
39
Brief the registration team
2 people
40
Set up catering
4 people

Event

41
Welcome speakers
2 people
42
Register participants
5 people
43
Hand out badges
3 people
44
Serve welcome coffee
3 people
45
Guide the opening
2 people
46
Guide speakers to the room
2 people
47
Present presentations
2 people
48
Manage microphones
2 people
49
Distribute translation receivers
2 people
50
Collect the translation receivers
2 people
51
Set up coffee break
3 people
52
Serve snacks
4 people
53
Refill drinks
3 people
54
Set up the lunch buffet
5 people
55
Serve lunch buffet
5 people
56
Serve diet meals
2 people
57
Restock the buffet
3 people
58
Collect used dishes
3 people
59
Direct participants to parallel sessions
3 people
60
Moderate the Q&A session
2 people
61
Provide the lunch break
3 people
62
Guide press area
2 people
63
Take speaker photos
64
Lead the closing
2 people
65
Guide participant departures
3 people

Aftercare

66
Cool catering leftovers
2 people
67
Collect waste
4 people
68
Wash dishes
3 people
69
Clean the catering tables
2 people
70
Clean the room
4 people
71
Dismantle reception desk
2 people
72
Remove decorations
2 people
73
Tear down audio equipment
3 people
74
Take down screens
2 people
75
Pack translation equipment
2 people
76
Check rental equipment
2 people
77
Return rental items
2 people
78
Register lost and found items
79
Send out speaker materials
80
Send participant information

What to bring

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

Furniture

Conference chairsqty 320
Beer tablesqty 12
Rectangular tablesqty 28
Registration desksqty 3
Lecternsqty 8
Coat racksqty 6
Waste binsqty 18
Buffet tablesqty 8

Tableware

Dinner platesqty 350
Dessert platesqty 350
Coffee cupsqty 350
Water glassesqty 350
Wine glassesqty 250
Forksqty 350
Knivesqty 350
Spoonsqty 350

Decorations

Table skirtsqty 24
Table runnersqty 28
Flag standsqty 12
International flagsqty 24
Name card holdersqty 320
Flower arrangementsqty 12

Equipment

Wireless microphonesqty 8
Microphone standsqty 6
Speakersqty 6
Mixing consolesqty 2
Projectorsqty 3
Projection screensqty 3
Presentation laptopsqty 3
Click presentersqty 3
Translation receiversqty 320
Translation headsetsqty 320
Interpretation boothsqty 3
Extension cordsqty 20
Power stripsqty 20
Laptop chargersqty 8

Kitchen

Coffee machinesqty 6
Kettlesqty 4
Thermos flasksqty 16
Serving plattersqty 24
Serving spoonsqty 24
Coolersqty 8
Buffet tongsqty 16

Cleaning

Cleaning cartsqty 2
Bucketsqty 6
Mopsqty 6
Microfiber clothsqty 30
Glovesqty 12
Hand sanitizer pumpsqty 12
Trash bag holdersqty 18

Lighting

LED spotlightsqty 12
Table lampsqty 12
Emergency lightsqty 6

Catering

Groceries

Tips

Set the date and location before approaching speakers or sending invitations. The venue must be checked for registration desks, conference seating, lecterns, projection screens, microphones, interpreting equipment and accessible routes.
Give speakers a firm deadline for their biographies, presentation files and technical requirements. Send the final speaker briefing at least 7 days before the summit and test every presentation on the laptop that will be used on stage.
Open registration as soon as the programme structure is stable, ideally 6 to 8 weeks before the event. Ask for dietary requirements and accessibility needs in the same form rather than trying to collect them by email later.
Plan guest movement as carefully as the programme. Reserve parking and transport, prepare a route and safety plan, and check the visitor list before printing name badges; last-minute badge changes are easy to miss.
Treat catering, interpreting, security and equipment as separate bookings with written confirmations. Recheck quantities 7 days before the summit, including water glasses, coffee cups, microphones, projectors, screens and presentation laptops.

Frequently asked questions

How far in advance should you organise a world summit?: Start at least 6 months ahead when the summit includes international speakers, interpreting, security and guest transport. Open registration around 6 to 8 weeks before the event and lock the operational details during the final 7 days.
When should I invite speakers to a world summit?: Approach key speakers as soon as the date, location and programme direction are agreed, preferably 4 to 6 months before the summit. Ask for presentation files and speaker information no later than 7 days before the event.
How do you organise registration for a world summit?: Open one registration form 6 to 8 weeks in advance and collect contact details, dietary requirements and accessibility needs together. Check the visitor list daily during the final week, then print badges only after the last major changes are processed.
What equipment is needed for a world summit?: Allow at least 2 microphones for a panel or discussion, plus a lectern microphone when speeches use one. Check projectors, projection screens, presentation laptops, click presenters, speakers and mixing consoles in a full technical test 1 day before the summit.

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.