How to organise an environmental conference

An environmental conference depends on a clear programme, confirmed speakers and reliable event logistics. Start by securing the venue and shaping the programme, then move through speaker bookings, registration, catering and technical planning in that order. Build in time to collect dietary requirements, presentations and parking details, because these are often left until the final week. On the day, use a printed run sheet and check the room, microphones, projection and registration area before participants arrive.

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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
Reserve venue
2
Finalize the program
2 people
3
Approach speakers
2 people
4
Confirm speakers
5
Confirm host
6
Book catering
7
Reserve equipment
8
Design invitations
9
Set up the registration form
10
Send invitations
2 people
11
Process registrations
12
Collect speaker information
13
Collect dietary requirements
14
Check parking information
15
Publish the program
16
Make name badges
2 people
17
Collect presentations
18
Check presentations
19
Print participant list
20
Do the shopping
2 people
21
Collect materials
2 people
22
Print the run sheet

Event

23
Open venue
2 people
24
Check the Venue
2 people
25
Set up tables and chairs
4 people
26
Set up the stage and podium table
3 people
27
Set up projector and screen
2 people
28
Test microphones
2 people
29
Set up presentations
30
Set up registration desk
2 people
31
Set up information stands
4 people
32
Prepare coffee and tea
2 people
33
Set up lunch buffet
3 people
34
Welcome speakers
2 people
35
Register participants
4 people
36
Distribute program
2 people
37
Guide the opening
2 people
38
Support presentations
2 people
39
Serve break drinks
3 people
40
Refill drinks
2 people
41
Restock break buffet
2 people
42
Collect questions from the audience
43
Support panel discussion
2 people
44
Set up the dinner buffet
4 people
45
Serve dinner
4 people
46
Clear away dishes
3 people
47
Support the evening program
2 people
48
Answer final questions
2 people
49
Handle the closing
2 people
50
See participants off
2 people

Aftercare

51
Switch off equipment
2 people
52
Collect waste
3 people
53
Clear away food and drinks
3 people
54
Clean the room
3 people
55
Put furniture back
4 people
56
Pack up materials
2 people
57
Check borrowed items
2 people
58
Return equipment
2 people
59
Dispose of leftovers
2 people
60
Send thank-you message
61
Send out presentations
62
Archive attendance list

What to bring

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

Furniture

Chairsqty 120
Congress tablesqty 20
Registration tablesqty 2
Speaker table
Stage
High tablesqty 8
Info booth tablesqty 10

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 8
Wi-Fi hotspot
Speakersqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 8

Decorations

Name badgesqty 120
Program leafletsqty 130
Directional signsqty 12
Information stand bannersqty 10
Tableclothsqty 20
Plantsqty 12

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 20
Bucketsqty 3
Broom setsqty 2
Toilet brushesqty 4

Catering

Groceries

Tips

Reserve the venue before confirming the programme, and check that it can fit the stage, speaker table, congress tables, registration tables and any high tables without blocking movement.
Approach speakers as soon as the main themes are agreed. Aim to have every speaker confirmed before invitations are sent, then collect presentation files and check them several days before the conference.
Open registration only after the programme, venue details and invitation wording are ready. Set a clear closing date for registrations so you can print the participant list and name badges with accurate information.
Confirm catering numbers from the registration form and collect dietary requirements before placing the final order. Plan the serving area as well as the food, including coffee machines, kettles, thermos flasks, coolers and serving platters.
Run a technical check before the doors open. Test the projector, projection screen, laptops, HDMI cables, wireless microphones, microphone stands, presentation clicker, extension cords, power strips and Wi-Fi hotspot, and keep the printed run sheet at the registration desk.

Frequently asked questions

How far in advance should I organise an environmental conference?: Start planning at least 12 weeks ahead for a small or medium-sized conference, and earlier if the programme depends on several speakers. Reserve the venue and outline the programme first, then allow time for invitations, registrations and technical checks.
When should speakers be confirmed for an environmental conference?: Confirm speakers before sending invitations, ideally 8 to 10 weeks before the event. Request their presentation details at least 7 days in advance so the files can be checked on the event laptop and projector.
When should I close registration for an environmental conference?: Close registration 3 to 5 working days before the conference, depending on the catering deadline. Use the final numbers to confirm meals, dietary requirements, seating, name badges and the printed participant list.
What should I check on the morning of the conference?: Arrive at least 2 hours before participants to check the venue, set up tables and chairs, prepare registration and test every microphone and presentation connection. Keep 30 minutes available for solving technical or delivery problems before opening the doors.

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.