How to organise an Environmental Science Conference

Organising an environmental science conference takes more than booking a hall and inviting speakers. Start with the date, venue, theme and programme, then build the registration process around the information you need from participants and presenters. Work backwards from the event day for catering numbers, presentation checks, name badges and room setup. The most common problems are late speaker materials, missing dietary details and equipment that has not been tested with the actual laptops and adapters.

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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
Approach speakers
2 people
4
Confirm speaker contracts
2 people
5
Publish the program online
2 people
6
Send invitations
2 people
7
Open the registration form
8
Distribute promotional materials
3 people
9
Reserve equipment and hall
2 people
10
Book catering
2 people
11
Check accessibility
12
Check accessibility
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Collect speaker information
2 people
16
Collect presentations
2 people
17
Technically test presentations
2 people
18
Prepare name badges
2 people
19
Print programs
2 people
20
Create evaluation form
21
Create final participant list
2 people
22
Confirm catering quantities
2 people
23
Send speaker briefing
24
Collect materials
3 people
25
Do the shopping
3 people
26
Setting up shelf-stable catering
2 people
27
Open venue
2 people
28
Set out the room layout
3 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Set up registration desk
2 people
32
Set up the stage table
2 people
33
Hang up signage
2 people
34
Set up presentations
2 people
35
Test the projector and screen
2 people
36
Test microphones
2 people
37
Test Wi-Fi and power
2 people
38
Set up coffee station
2 people
39
Set up lunch buffet
3 people
40
Set out name badges
2 people
41
Brief the registration team

Event

42
Welcome speakers
2 people
43
Register participants
4 people
44
Serve welcome coffee
3 people
45
Guide the opening presentation
2 people
46
Keep track of time and questions
2 people
47
Provide technical support for speakers
2 people
48
Set up coffee break
3 people
49
Refill coffee and tea
2 people
50
Replenish lunch buffet
3 people
51
Collect dishes and waste
3 people
52
Refill drinks
2 people
53
Moderate panel discussion
2 people
54
Collect audience questions
2 people
55
Set up the networking drinks reception
3 people
56
Serve snacks
3 people
57
Announce the closing
58
See participants off
2 people

Aftercare

59
Switch off the equipment
2 people
60
Pack leftover food
2 people
61
Sort waste
3 people
62
Wash dishes
3 people
63
Clear tables and chairs
4 people
64
Clear the registration desk
2 people
65
Clean the room
3 people
66
Check sanitary facilities
67
Return materials
2 people
68
Return equipment
2 people
69
Archive participant list
70
Share presentations
71
Send thank-you message
72
Process evaluation forms
2 people
73
Check invoices
2 people

What to bring

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

Furniture

Congress tablesqty 14
Chairsqty 130
Registration deskqty 2
Speaker chairsqty 6
Coat racksqty 3
Waste binsqty 8

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Audio amplifier
Speakersqty 2
Laser pointerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Power banksqty 4
Presentation clickerqty 2
Wi-Fi router
Charging stationsqty 2

Tableware

Coffee cupsqty 140
Glassesqty 160
Platesqty 150
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 10
Serving plattersqty 12
Serving trays for snacksqty 10

Catering

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Buffet platesqty 8
Tablecloth rollsqty 6
Label cardsqty 20
Food thermometersqty 2
Groceries

Print and registration

Name badge holdersqty 140
Lanyardsqty 140
Program bookletsqty 140
Pensqty 150
Notepadsqty 140
Registration listsqty 8
Evaluation formsqty 140
Adhesive badgesqty 40
Clipboardsqty 8
A4 printing paperqty 5

Decorations

Directional signsqty 12
Program postersqty 8
Name badges for speakersqty 8
Cotton table flagsqty 6
Plantsqty 12
Reusable conference bannersqty 4

Lighting

LED floor lampsqty 4
LED stringsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 10
Measuring cupsqty 3
Storage boxesqty 12
Ice packsqty 24

Cleaning

Waste sorting binsqty 6
Reusable cleaning clothsqty 20
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Hand broomsqty 3
Toilet brushesqty 4
Hand soap dispensersqty 6

Other

Toolboxqty 2
Scissor setsqty 3
Duct tapeqty 4
Cable tiesqty 100
Markersqty 12
Markersqty 20

Tips

Set the date, venue and programme before opening registration. Once the theme and speakers are confirmed, publish the programme online so attendees can decide whether the full day fits their schedule.
Approach speakers early and confirm their contracts before sending invitations. Request presentation files and speaker information by a fixed deadline, then send a briefing explaining arrival times, room details and technical requirements.
Open registration only after deciding which information you need to collect. Include dietary requirements and accessibility needs on the form, and create a final participant list at least 48 hours before the conference.
Test every presentation on the conference laptop several days in advance, including HDMI cables, USB-C adapters, the projector, microphones and the presentation clicker. Keep extension cords, power strips and a backup laptop available on the day.
Confirm catering quantities from the latest registration list rather than the original estimate. Set up the registration desk, name badges, printed programmes, coat racks and waste bins before attendees arrive, and check that accessible routes and seating are clear.

Frequently asked questions

How far in advance should I organise an environmental science conference?: Start planning at least 6 months before the conference if you need external speakers, contracts and a suitable hall. Set the date and location first, then allow several weeks for the programme, invitations and registration.
When should I open registration for an environmental science conference?: Open registration once the date, location and main programme are confirmed, usually 8 to 12 weeks before the event. Close or review registrations 48 hours before the conference so you can confirm catering and prepare the final participant list.
When should speakers send their presentations?: Ask speakers to send their presentations at least 3 to 5 days before the conference. Technically test every file before the event and check any required adapters, microphones or video playback in advance.
How do I plan catering quantities for a conference?: Use the registration list and dietary information to confirm quantities 48 hours before the event. Include registered speakers and staff, and keep the final count with the catering contact and registration desk.

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