How to organise an expert conference without last-minute problems

An expert conference needs more than confirmed speakers and a room. Start by fixing the date, venue and running order, then build registration, catering and technical planning around them. Give speakers clear deadlines for presentations and arrival information, and use registration data to plan dietary requirements and seating. The final week is for printing, packing and checking deliveries; the final morning is for testing every microphone, cable and presentation 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
Confirm date and location
2
Set the schedule and times
2 people
3
Confirm speakers and moderators
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Answer participants' questions
9
Order catering
10
Reserve equipment
11
Collect presentations
12
Prepare name badges
2 people
13
Print program leaflets
14
Print participant list
15
Prepare speaker information
16
Pick up groceries
2 people
17
Chill drinks
2 people
18
Put presentations on USB
19
Conduct technical rehearsal
2 people
20
Open venue
2 people
21
Check deliveries
2 people
22
Set up the registration desk
2 people
23
Set up tables and chairs
4 people
24
Place the stage table
2 people
25
Place speaker chairs
2 people
26
Set up projector and screen
2 people
27
Connect microphones
2 people
28
Test sound system
2 people
29
Test presentations
2 people
30
Check Wi-Fi and power
31
Set up coffee station
2 people
32
Set up buffet tables
3 people
33
Lay out name badges
2 people
34
Hang up route signs
2 people
35
Check toilets
36
Briefing for reception team
3 people

Event

37
Welcome speakers
2 people
38
Register participants
3 people
39
Serve welcome coffee
3 people
40
Give the opening speech
41
Assist the speaker during the presentation
42
Collect questions from the audience
2 people
43
Refill drinks
2 people
44
Serve coffee break
3 people
45
Collect used dishes
2 people
46
Receive panelists
47
Moderate panel discussion
2 people
48
Operate microphones during panel
2 people
49
Set up the dinner buffet
4 people
50
Open the dinner buffet
2 people
51
Refill the buffet and drinks
3 people
52
Serve diet meals
2 people
53
Clear used dishes
3 people
54
Announce evening program
55
Lead evening sessions
2 people
56
Operate technology during sessions
57
Serve final networking drinks
2 people
58
Guide participant departures
2 people

Aftercare

59
Collect lost property
60
Safely pack leftover catering
2 people
61
Take down the buffet and coffee station
3 people
62
Wash dishes and glasses
3 people
63
Sort and remove waste
2 people
64
Dismantle tables and chairs
4 people
65
Power Down and Pack Up Equipment
2 people
66
Clean the venue
3 people
67
Check and clean the toilets
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Clear Leftover Products
71
Send a thank-you gift to participants
72
Share presentations with participants

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 90
Stage table
Speaker chairsqty 6
Registration desk
Dressing tablesqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Pitcherqty 8
Serving plattersqty 12

Equipment

Projector
Projection screen
Laptop
Spare laptop
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 8
USB sticksqty 3
Laser pointerqty 2
Flip chartqty 2
Flipchart padsqty 4
Markersqty 24
Wi-Fi router
Charging stationsqty 3

Decorations

Tableclothsqty 12
Name badge holdersqty 90
Name badgesqty 100
Program leafletsqty 100
Directional signsqty 10
Pensqty 100
Notepadsqty 100
Speaker name placardsqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2
Coolersqty 4
Food warmersqty 6
Serving traysqty 12
Bread basketsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 12

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Rubber glovesqty 6

Lighting

Standing lampsqty 4
Battery lampsqty 6

Catering

Groceries

Tips

Set the schedule before sending invitations. Include speaker changeover time, questions, breaks and catering, rather than filling every minute with presentations.
Give speakers a firm presentation deadline, ideally at least 3 days before the conference. Put every file on a USB stick and test it on the event laptop and the spare laptop.
Close or review registrations several days before the event so you can print the participant list, prepare name badges and send the caterer an accurate headcount and dietary summary.
Run a technical rehearsal before doors open. Test the projector, screen, microphones, mixer, speakers, HDMI adapters and presentation files from the exact positions where they will be used.
Prepare the room in a fixed sequence: check deliveries, arrange tables and chairs, place the stage table and speaker chairs, then set up the registration desk. Keep water glasses, printed programmes and spare cables within reach.

Frequently asked questions

How far in advance should I organise an expert conference?: Start planning at least 8 to 12 weeks ahead if several speakers, catering and equipment are involved. Confirm the date and venue first, then allow time for invitations, registrations and speaker materials.
When should speakers send their presentations?: Ask for final presentations at least 3 days before the conference. Copy them to a USB stick and check each file on the presentation laptop during the technical rehearsal.
When should I order catering for an expert conference?: Order catering after registrations have produced a reliable headcount, usually 5 to 7 days before the event. Send the caterer the total number and dietary requirements together so late corrections are less likely.
How long should a technical rehearsal take?: Allow 45 to 60 minutes for a small conference with one presentation setup. Test every microphone, the projector, sound system, laptop, spare laptop, cables and adapters, and leave extra time if multiple speakers use different formats.

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.