How to organise an economic forum from start to finish

An economic forum needs more than a strong topic and a list of speakers. Start by fixing the date, venue, theme and programme structure, then build the event around confirmed speakers, registration and technical requirements. The details that cause most problems are usually collected too late: dietary requirements, presentation files, speaker information, room layout and final catering numbers. Use a clear deadline sequence so the programme, invitations and event-day run sheet are all based on confirmed information.

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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
Select speakers
2 people
4
Invite speakers
5
Confirm host
6
Book catering
7
Reserve equipment
8
Determine room layout
2 people
9
Draft invitation
10
Create a registration form
11
Send invitations
2 people
12
Process registrations
13
Collect dietary requirements
14
Request speaker information
15
Collect presentations
16
Finalize the program
2 people
17
Design name badges
18
Print name badges
19
Confirm registrations
20
Share catering numbers
21
Confirm speaker schedule
22
Check the technical plan
2 people
23
Send directions
24
Print the run sheet
25
Check materials
2 people
26
Do the shopping
2 people
27
Purchase refrigerated products
28
Chill drinks
2 people
29
Compile the speakers' folder
30
Prepare registration table
2 people
31
Set up tables
4 people
32
Set up chairs
4 people
33
Set up the stage area
3 people
34
Connect the projector
2 people
35
Test microphones
2 people
36
Test presentations
2 people
37
Set up coffee station
2 people
38
Set up buffet tables
3 people
39
Lay out name badges

Event

40
Welcome speakers
2 people
41
Register visitors
3 people
42
Distribute program
2 people
43
Serve welcome coffee
3 people
44
Guide the opening presentation
2 people
45
Announce the speakers
46
Operate microphones
47
Play presentations
48
Refill drinks
2 people
49
Refill coffee and tea
2 people
50
Serve snacks
3 people
51
Moderate panel discussion
2 people
52
Restock break buffet
3 people
53
Set up the dinner buffet
4 people
54
Serve dinner buffet
4 people
55
Serve diet meals
2 people
56
Clear tables
3 people
57
Set up the networking drinks reception
3 people
58
Serve the networking drinks reception
3 people
59
Wave goodbye to visitors
2 people

Aftercare

60
Switch off the equipment
2 people
61
Collect tableware
3 people
62
Collect waste
3 people
63
Clear the hall
5 people
64
Put tables and chairs back
4 people
65
Wash dishes
3 people
66
Clean coffee station
2 people
67
Clean the buffet
2 people
68
Clean the room
3 people
69
Collect lost and found items
70
Inventory materials
2 people
71
Return rental items
2 people
72
Return technical equipment
2 people
73
Thank speakers
74
Send Thank-You Email to Participants

What to bring

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

Furniture

Registration tablesqty 2
Buffet tablesqty 6
Bistro tablesqty 12
Chairsqty 140
Speaker table
Speaker chairsqty 6
Lectern
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Laser pointerqty 2
Extension cordsqty 4
Power stripsqty 8
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 150
Water glassesqty 150
Wine glassesqty 140
Platesqty 160
Cutlery setsqty 160
Serving utensilsqty 20
Coffee potsqty 6
Thermos flasksqty 8
Water carafesqty 12
Serving plattersqty 16
Serving trays with lidsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Food warmersqty 6
Cutting boardsqty 4
Knivesqty 6
Serving spoonsqty 12
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 18
Name card holdersqty 140
Program leafletsqty 140
Backdrop banner
Directional signsqty 8

Lighting

LED spotlightsqty 6
Standing lampsqty 4

Cleaning

Waste sorting binsqty 4
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Set the programme framework before inviting speakers. Define the theme, session lengths, discussion format and host first, then allow time for introductions, questions and speaker changes rather than filling every minute.
Request speaker information and presentation files at least 7 days before the forum. This gives you time to check slide formats, videos, laptop connections, HDMI adapters and whether each session needs a lectern or microphone stand.
Close registrations 3 to 5 days before the event and send the final attendance number to catering immediately. Collect dietary requirements through the registration form instead of trying to identify them at the buffet.
Test the full AV setup in the actual room at least 2 hours before guests arrive. Check the projector, screen, microphones, speakers, mixer, clicker, power strips and extension cords with the laptop that will run the presentations.
Print the run sheet, name badges and directions before event day, and keep a small registration team ready for the first 30 minutes. Include speaker arrival times, presentation order, contact details and handover points so the host is not searching for information between sessions.

Frequently asked questions

How far in advance should I organise an economic forum?: Start planning at least 8 to 12 weeks ahead. Fix the date and venue first, then confirm the theme, host, speakers, catering and technical equipment before sending invitations.
When should speakers send their presentations?: Ask speakers to send their slides and technical requirements at least 7 days before the forum. Set a final deadline of 48 hours before the event for essential changes, then load and test every file in advance.
When should I close registration for an economic forum?: Close registration 3 to 5 days before the event so you can confirm attendance, dietary requirements, badges and catering quantities. Keep a manual list for late registrations and no-shows.
How much time should I allow for setting up the technology?: Allow at least 2 hours for the room and AV setup, plus 30 minutes for a final check before doors open. Test every microphone, presentation, cable, adapter and power connection in the room where it will be used.

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.