How to organise an executive conference

An executive conference needs decisions in the right order: secure the date and rooms first, then shape the programme, speakers, registration and logistics around them. Set deadlines early for speaker details, presentations, dietary requirements and hotel or transport needs. In the final week, check the participant list, print materials and test every presentation connection. This approach keeps senior guests moving smoothly from registration to sessions, meals and departure.

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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
Invite speakers
4
Collect speaker details
5
Draft invitations
6
Send invitations
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Reserve hotel rooms
11
Arrange transportation for guests
12
Book catering
13
Reserve equipment
14
Reserve meeting rooms
15
Request presentations
16
Update participant list
17
Design name badges
18
Print the program
19
Confirm participants
20
Send diet list to the kitchen
21
Check presentations
2 people
22
Make name badges
2 people
23
Check the shopping list
24
Do the shopping
2 people
25
Chill drinks
2 people
26
Pick up the equipment
2 people
27
Check the venue
2 people
28
Set out the room layout
2 people
29
Set up tables and chairs
4 people
30
Set up registration desk
2 people
31
Lay out name badges
32
Set up the stage and podium table
3 people
33
Set up projector and screen
2 people
34
Connect microphones
2 people
35
Set up presentations
36
Test the equipment
2 people
37
Set up coffee station
2 people
38
Set up buffet
3 people
39
Set the table
3 people
40
Hang up decorations
2 people
41
Check the lighting
42
Put up route signs
43
Brief the registration team

Event

44
Welcome speakers
2 people
45
Register participants
3 people
46
Serve welcome coffee
2 people
47
Lead the opening session
2 people
48
Provide technical support for presentations
2 people
49
Refill drinks
2 people
50
Set up coffee break
2 people
51
Serve coffee break
3 people
52
Collect used cups
2 people
53
Set up breakout rooms
2 people
54
Facilitate breakout sessions
4 people
55
Open the dinner buffet
3 people
56
Refill the dinner buffet
3 people
57
Serve diet meals
2 people
58
Clear away dishes
3 people
59
Support the evening program
2 people
60
Hand out the question microphone
61
Serve dessert and coffee
3 people
62
Hand out farewell gifts
2 people
63
See participants off
2 people
64
Sort waste immediately
2 people

Aftercare

65
Switch off the equipment
2 people
66
Pack up equipment
2 people
67
Take down the buffet
3 people
68
Take down tables and chairs
4 people
69
Wash dishes
3 people
70
Clean the venue
3 people
71
Remove decorations
2 people
72
Dispose of waste
2 people
73
Collect lost and found items
74
Return rental items
2 people
75
Store leftover stock
2 people
76
Archive presentations
77
Send thank-you messages
78
Check invoices

What to bring

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

Furniture

Chairsqty 50
Congress tablesqty 8
Buffet tablesqty 4
Registration desk
Speaker table
Stage sectionsqty 4
Coat racksqty 2

Equipment

Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Power stripsqty 6
Extension cordsqty 6
Flip chartsqty 4
Flipchart markersqty 16
Clickerqty 2

Tableware

Dinner platesqty 55
Dessert platesqty 55
Coffee cupsqty 55
Water glassesqty 60
Wine glassesqty 55
Coffee spoonsqty 55
Dinner cutlery setsqty 55
Serving spoonsqty 12
Serving plattersqty 12
Coffee potsqty 4
Water jugsqty 8

Kitchen

Food warmersqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 6
Serving utensilsqty 12

Decorations

Name badge holdersqty 50
Name badgesqty 50
Table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Route signsqty 6
Pensqty 60
Notepadsqty 50
Program leafletsqty 50

Lighting

Standing lampsqty 4
LED light stringsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Lock the date, venue and meeting rooms before inviting speakers or opening registration. Keep one working schedule with session times, room access, catering times and transport details.
Give speakers a firm deadline for biographies, presentation files and technical requirements. Request final presentations several days before the conference, then test them on the presentation laptop with the projector, screen, HDMI cables and adapters.
Open registration only after the programme and invitation text are stable. Review registrations at least weekly, and close or verify the list early enough to send dietary requirements to the kitchen and confirm hotel rooms and transport.
Plan the room layout around the programme: check chairs, congress tables, the registration desk, speaker table, stage sections and coat racks before guests arrive. Count microphones, stands, speakers, mixer, power strips and extension cords against the number of rooms and speakers.
Use the final day for physical checks rather than new decisions. Print the programme and name badges, check the shopping list, chill drinks, and run a complete audio-visual test with the clicker and any flip charts or markers.

Frequently asked questions

How far in advance should I organise an executive conference?: Start at least 12 weeks before the conference for the date, venue, programme and speaker invitations. Open registration once the core programme is stable, then use the final 7 days for confirmations, presentation checks and room setup.
When should speakers submit their presentations?: Set the submission deadline 5 to 7 days before the event. Check every file on the actual presentation laptop and projector, including HDMI adapters, embedded video and fonts, before the conference day.
When should I collect dietary requirements for a conference?: Ask for dietary requirements during registration and review them weekly. Send the final list to the kitchen 3 to 5 days before catering begins, then keep one updated copy at registration.
How do I prepare the conference room on the day?: Finish the physical setup at least 2 hours before the first session. Test microphones and speakers, connect the projector and screen, arrange name badges and the programme at registration, and allow 30 minutes for last-minute fixes.

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.