How to organise an entertainment conference

Start by fixing the programme, then build every practical decision around it. Confirm the host, speakers and panelists before opening registration, and reserve the venue, rooms, catering and technical support early. In the final week, collect presentations, dietary requirements and travel details while checking every file and connection. On the day, use a printed run sheet and bring materials, adapters and backup power to the venue rather than relying on last-minute purchases.

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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
Finalize the program
2 people
2
Confirm speakers
2 people
3
Confirm host
4
Confirm panelists
2 people
5
Reserve the venue and rooms
2 people
6
Book catering
2 people
7
Book technical support
2 people
8
Book photographer
9
Publish registration form
10
Send invitations
2 people
11
Post promotion on social media
2 people
12
Send press invitations
13
Process registrations
2 people
14
Collect dietary requirements
15
Book hotel rooms for speakers
16
Arrange Transport for Speakers
17
Collect speaker information
2 people
18
Collect presentations
2 people
19
Check presentations technically
2 people
20
Print name badges
2 people
21
Print participant list
22
Print the run sheet
23
Send speaker briefing
24
Do the shopping
3 people
25
Bring materials to the venue
3 people
26
Open venue
2 people
27
Set up registration desk
3 people
28
Set out the room layout
4 people
29
Set up chairs and tables
5 people
30
Set up the stage and podium table
3 people
31
Set up screen and projector
3 people
32
Connect the sound system
3 people
33
Test microphones
2 people
34
Set up presentations
2 people
35
Set up lighting
2 people
36
Hang up decorations
3 people
37
Set up catering
4 people
38
Chill drinks
2 people
39
Set out name badges
2 people
40
Hold a technical briefing
4 people
41
Welcome speakers
3 people
42
Set up speaker room
2 people
43
Brief the registration team
2 people

Event

44
Receive participants
5 people
45
Hand out name badges
3 people
46
Serve welcome drinks
4 people
47
Assist with opening program
3 people
48
Provide technical support for the keynote
2 people
49
Collect questions from the audience
2 people
50
Serve coffee break
5 people
51
Refill drinks
3 people
52
Moderate panel discussion
3 people
53
Operate panel microphones
2 people
54
Open breakout sessions
4 people
55
Support breakout sessions
6 people
56
Set up the networking drinks reception
5 people
57
Serve snacks
5 people
58
Refill drinks
3 people
59
Announce evening program
2 people
60
Coordinate the entertainment program
3 people
61
Operate lighting and sound
2 people
62
Open the dinner buffet
5 people
63
Refill the dinner buffet
4 people
64
Serve dessert
4 people
65
Lead closing speech
2 people
66
See off guests and manage departure
4 people

Aftercare

67
Collect lost and found items
2 people
68
Collect waste
4 people
69
Wash dishes
4 people
70
Pack leftover catering
3 people
71
Switch off equipment
2 people
72
Dismantle technical equipment
3 people
73
Put furniture back
4 people
74
Remove decorations
3 people
75
Clean the rooms
4 people
76
Check toilets
2 people
77
Inventory materials
2 people
78
Return borrowed materials
2 people
79
Send photos to participants
80
Send thank-you message
81
Share presentations with participants

What to bring

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

Furniture

Conference chairsqty 180
Tablesqty 24
Tall cocktail tablesqty 12
Stage sectionsqty 4
Speaker table
Bar stoolsqty 12
Coat racksqty 4
Clothes hangersqty 180

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Presentation clickerqty 2
Wireless microphonesqty 6
Microphone standsqty 3
Mixer
Speakersqty 4
DI boxesqty 2
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 6
USB-C adaptersqty 6
Power banksqty 4
Walkie-talkiesqty 6
Camera
Tripodqty 2

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 4

Tableware

Water glassesqty 220
Wine glassesqty 180
Coffee cupsqty 180
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 200
Serving spoonsqty 12
Serving plattersqty 20
Snack serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 6
Buffet traysqty 12
Serving traysqty 16
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4

Registration

Name badge holdersqty 180
Lanyardsqty 180
Registration badgesqty 200
Clipboardsqty 6
Ballpoint pensqty 40
Notepadsqty 180
Program flyersqty 200
Paper bagsqty 200

Decorations

Congress bannersqty 3
Directional signsqty 12
Tablecloth setsqty 24
Flower arrangementsqty 10
Name stickersqty 200
Arrow stickersqty 24

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the programme before promoting the conference. Confirm speakers, the host and panelists first, then publish registration with a clear schedule and session details.
Book the venue, catering and technical support as soon as the date is fixed. Include enough rooms for the programme, speaker preparation and registration rather than trying to add space later.
Send the speaker briefing at least 7 days before the event and collect presentations no later than 48 hours beforehand. Test every presentation on the event laptop, including video, sound and aspect ratio.
Close registration details 3 to 5 days before the conference. Print name badges, the participant list and the run sheet, and prepare a separate list of dietary requirements for catering.
Pack the technical backup kit before leaving for the venue: HDMI cables, USB-C adapters, extension cords, power strips, power banks and a presentation clicker. Bring the materials to the venue early enough for a full sound and projection check.

Frequently asked questions

How far in advance should I organise an entertainment conference?: Start at least 12 weeks before the conference. Confirm the venue, programme, speakers and technical support first; open registration once those core details are stable.
When should speakers send their presentations?: Set the deadline at least 48 hours before the event and run a technical check on every file. Ask speakers to bring a backup copy on a USB drive as well.
How early should I arrive at the venue on conference day?: Plan to arrive 3 hours before the first session. This gives you time to place furniture, test microphones and projection, check lighting, set up registration and resolve missing materials.
When should I collect dietary requirements from attendees?: Ask for dietary requirements during registration and close the list 3 to 5 days before the event. Send the final numbers and requirements to the caterer immediately after registration closes.

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