How to organise an energy conference

Organising an energy conference starts with a clear programme, a suitable room layout and enough time for speakers to prepare. Set the date and session structure before inviting speakers, then open registration only when the practical details are ready. Attendance numbers affect catering, badges, seating and equipment, so track them from the first registration. The final week is for checking presentations, confirming suppliers and turning the programme into a detailed run sheet.

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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 the date and program
2 people
2
Reserve the venue and room layout
2 people
3
Approach speakers
2 people
4
Confirm speaker contracts
2 people
5
Write invitation text
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect speaker information
11
Request presentations
12
Confirm technical supplier
13
Create catering menu
2 people
14
Order catering quantities
15
Gather parking information
16
Create route and signage
2 people
17
Create badges and attendance list
2 people
18
Print program leaflets
2 people
19
Print name badges
2 people
20
Check presentations
2 people
21
Create technical run sheet
2 people
22
Send speaker briefing
23
Do the shopping
3 people
24
Collect equipment and materials
3 people
25
Bring materials to the venue
3 people

Event

26
Open hall
2 people
27
Set up the reception desk
2 people
28
Set up tables and chairs
4 people
29
Set up the stage and podium table
3 people
30
Set up the projection screen
2 people
31
Connect the projector
2 people
32
Install microphones
2 people
33
Connect the sound system
2 people
34
Load presentations onto laptop
35
Fully test technical setup
2 people
36
Adjust lighting and ventilation
37
Hang up signage
2 people
38
Lay out badges
2 people
39
Staff the registration table
3 people
40
Set out coffee and tea
2 people
41
Refill water stations
2 people
42
Welcome speakers
2 people
43
Guide speakers to the room
44
Welcome participants
3 people
45
Announce the opening
46
Technically support presentations
2 people
47
Monitor time and schedule
48
Collect questions from the audience
2 people
49
Set up coffee break
3 people
50
Refill drinks
2 people
51
Clear used dishes
2 people
52
Moderate panel discussion
2 people
53
Set out snacks
3 people
54
Set up buffet
4 people
55
Open the dinner buffet
2 people
56
Serve buffet and drinks
4 people
57
Serve diet meals
2 people
58
Clear tables during the event
3 people
59
Host the networking drinks reception
2 people
60
See off the last visitors
2 people

Aftercare

61
Switch off the equipment
2 people
62
Chill catering leftovers
2 people
63
Collect tableware
3 people
64
Sort and dispose of waste
3 people
65
Clear away hall tables and chairs
4 people
66
Clean the venue
3 people
67
Check and clean the restrooms
2 people
68
Inventory materials
2 people
69
Return borrowed items
2 people
70
Return equipment
2 people
71
Thank speakers
72
Send Thank-You Email to Participants
73
Share presentations with participants

What to bring

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

Furniture

Chairsqty 140
Congress tablesqty 18
Reception deskqty 2
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
High tablesqty 12

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3
Clickerqty 2
Laptop chargersqty 3

Lighting

LED spotlightsqty 8
Mood lightingqty 6

Tableware

Water glassesqty 160
Wine glassesqty 140
Coffee cupsqty 140
Dinner platesqty 150
Dessert platesqty 140
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 12
Food warmersqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 8

Decorations

Table runnersqty 18
Name card holdersqty 140
Flower arrangementsqty 12
Ballpoint pensqty 160
Program leafletsqty 140
Name badgesqty 140
Notepadsqty 140
Table numbersqty 18
Directional signsqty 12
Registration sign

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 3
Spongesqty 8
Microfiber clothsqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, programme and room layout before sending invitations. Include registration, breaks, speaker sessions and enough time for changing presentations or microphones.
Approach speakers early and confirm their contracts before publishing the programme. Request presentation files in advance, then check every file on the presentation laptop before the conference.
Keep registration information in one place, including dietary requirements, speaker details and parking information. Use the final attendance list to prepare badges, seating and catering quantities.
Build the technical plan around the actual room. Test the projector, screen, microphones, mixer, speakers, HDMI cables, USB-C adapters and clicker together rather than checking each item separately.
Prepare venue logistics at least one day before the event if possible. Bring printed programmes, name badges, signage and equipment to the venue, and place chargers, extension cords and power strips where they will be needed.

Frequently asked questions

How far in advance should I organise an energy conference?: Start planning at least 12 weeks before the conference, especially if you need external speakers or technical suppliers. Aim to have the date, venue and first speaker confirmations settled during the first 2 to 3 weeks.
When should I send invitations for an energy conference?: Send the main invitation 6 to 8 weeks before the event, once the date, venue, programme outline and registration form are ready. Send a reminder 10 to 14 days before registration closes.
How do I plan catering quantities for an energy conference?: Base the order on confirmed registrations, dietary requirements and the number of breaks and meals in the programme. Finalise quantities 5 to 7 days before the conference, then keep a small margin for late changes.
When should speakers submit their presentations?: Set the presentation deadline at least 7 days before the conference. Check the files 2 to 3 days beforehand and keep the final versions together with the technical run sheet on the presentation laptop.

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.