How to organise an annual conference
Start with the date, venue and programme before opening registration. Once the schedule is stable, confirm speakers, request presentations and build the attendee journey around registration, dietary requirements, travel and parking information. The final week is for checking names, badges, presentations, signage, catering numbers and technical equipment. A clear handover to speakers and suppliers prevents the most common delays on conference day.
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
Finalize the program
3 people
- 3
Confirm speakers
2 people
- 4
Request presentations
- 5
Send invitations
2 people
- 6
Open the registration form
- 7
Process registrations
2 people
- 8
Collect dietary requirements
- 9
Send transportation information
- 10
Send parking information
- 11
Book catering
2 people
- 12
Reserve equipment
2 people
- 13
Reserve furniture
- 14
Reserve photographer
- 15
Design name badges
- 16
Print programs
- 17
Design signage
- 18
Check participant list
2 people
- 19
Share the final dietary list
2 people
- 20
Confirm catering numbers
- 21
Send speaker briefing
- 22
Collect presentations
- 23
Check presentations
2 people
- 24
Purchase materials
2 people
- 25
Print name badges
2 people
- 26
Print programs
2 people
- 27
Assemble participant packs
4 people
- 28
Do the shopping
3 people
- 29
Chill drinks
2 people
- 30
Prepare snacks
4 people
- 31
Open venue
2 people
- 32
Check deliveries
2 people
- 33
Set out the room layout
3 people
- 34
Set up tables and chairs
5 people
- 35
Set up registration desk
2 people
- 36
Connect the technical equipment
3 people
- 37
Test presentations
2 people
- 38
Hang decorations
2 people
- 39
Set up signage
2 people
- 40
Set up catering
4 people
- 41
Set out coffee and tea
2 people
- 42
Brief the registration team
3 people
Event
- 43
Staff the reception desk
4 people
- 44
Register participants
4 people
- 45
Serve coffee and tea
3 people
- 46
Assist with opening program
2 people
- 47
Welcome speakers
2 people
- 48
Present presentations
2 people
- 49
Serve break snacks
4 people
- 50
Refill drinks
3 people
- 51
Serve diet meals
3 people
- 52
Serve dinner
6 people
- 53
Host the networking drinks reception
3 people
- 54
Arrange photo moments
- 55
Provide technical support
2 people
- 56
Make the final announcement
Aftercare
- 57
Collect lost items
2 people
- 58
Clean up catering
4 people
- 59
Wash dishes
3 people
- 60
Collect waste
3 people
- 61
Put furniture back
4 people
- 62
Dismantle the technical setup
3 people
- 63
Remove decorations
2 people
- 64
Clean the room
4 people
- 65
Clean the restrooms
2 people
- 66
Return rental items
2 people
- 67
Store leftover stock
2 people
- 68
Store photos securely
- 69
Send thank-you message
- 70
Follow up on presentations
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 165
- Tablesqty 22
- High tablesqty 18
- Speaker table
- Changing room rackqty 2
Equipment
- Projectorqty 2
- Projection screenqty 2
- Laptopqty 2
- Presentation clickerqty 2
- Microphonesqty 4
- Speakersqty 2
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- Charging cablesqty 6
Tableware
- Dinner platesqty 180
- Dessert platesqty 180
- Coffee cupsqty 180
- Water glassesqty 200
- Wine glassesqty 180
- Cutlery setsqty 180
Kitchen
- Coffee machinesqty 3
- Kettlesqty 2
- Thermos flasksqty 8
- Coolersqty 6
- Serving plattersqty 20
- Serving tongsqty 12
- Food warmersqty 8
Decorations
- Tableclothsqty 22
- Flower arrangementsqty 12
- Name badgesqty 12
Lighting
- Atmosphere lightsqty 12
Materials
- Name badgesqty 165
- Lanyardsqty 165
- Program bookletsqty 165
- Notepadsqty 165
- Ballpoint pensqty 180
- Registration listsqty 6
- Pensqty 24
- Tapeqty 6
- Scissorsqty 4
- Markersqty 12
- Name stickersqty 40
- Directional signsqty 18
Cleaning
- Waste binsqty 12
- Microfiber clothsqty 12
- Bucketsqty 4
- Mopsqty 4
- Vacuum cleanerqty 2
Catering
- Groceries
Tips
- Confirm the venue and programme before sending invitations; attendees need a reliable schedule, registration deadline and clear travel information. Keep time for at least one programme revision before printing programmes and signage.
- Open registration only after you know which attendee details you need. Ask for dietary requirements in the form, then share the final list with catering and confirm numbers before the event.
- Give speakers a firm presentation deadline and send a briefing with arrival time, session length and technical details. Check every file on the event laptop rather than waiting until the first session.
- Create the name badges and participant list from the same final registration data. Run a final check several days before the conference so spelling errors and late registrations do not reach the printer unnoticed.
- Test the complete presentation setup before attendees arrive: projector, screen, laptop, clicker, microphones, speakers, mixer, extension cords and power strips. Keep charging cables and a backup presentation copy at the speaker table.
Frequently asked questions
- How far in advance should I organise an annual conference?
- Set the date and venue first, then allow at least 8 to 12 weeks for invitations, registrations, speaker confirmations and supplier bookings. Use the final 7 days for checks rather than major decisions.
- When should I send conference invitations?
- Send invitations once the date, location and main programme are confirmed, ideally 6 to 8 weeks before the conference. Close or review registration early enough to confirm catering numbers and print name badges.
- When should speakers submit their presentations?
- Set the presentation deadline 5 to 7 days before the conference. Check the files, fonts, videos and aspect ratio in advance, and ask speakers to bring a final copy on the day.
- How do I confirm catering numbers for a conference?
- Review registrations and dietary requirements 5 to 7 days before the event, then send the final headcount and dietary list to the caterer. Keep a small margin only if your supplier allows late changes.
Start this plan in Lizzt
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