How to organise an inclusion conference
Start by defining the date, programme and access requirements before booking anything else. The venue must work for the programme, but also for interpreters, captioners, livestreaming, quiet spaces and clear arrival routes. Confirm speakers and the host early, then open registration with accessibility information visible from the start. In the final week, check participant needs, presentations, equipment and catering together rather than treating them as separate jobs.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Set the date and program
2 people
- 2
Reserve the venue and rooms
2 people
- 3
Confirm speakers
2 people
- 4
Confirm host
- 5
Draft invitations
2 people
- 6
Send invitations
2 people
- 7
Publish registration form
2 people
- 8
Publish accessibility information
2 people
- 9
Process registrations
2 people
- 10
Collect dietary requirements
2 people
- 11
Register support needs
2 people
- 12
Book interpreters and live captioners
- 13
Confirm sign language support
- 14
Reserve livestream setup
- 15
Order catering
2 people
- 16
Collect equipment and presentations
2 people
- 17
Update the program website
- 18
Send confirmation email
2 people
- 19
Prepare name badges
3 people
- 20
Check participant list
2 people
- 21
Send speaker briefing
- 22
Collect presentations
- 23
Do the shopping
3 people
- 24
Set out drinks chilled
2 people
- 25
Prepare reception area
3 people
- 26
Compile program brochures
3 people
- 27
Test the equipment
3 people
- 28
Load presentations on the venue computer
2 people
- 29
Set up the room layout
5 people
- 30
Clear accessible walkways
2 people
- 31
Hang up signage
2 people
- 32
Lay out name badges
2 people
- 33
Set up registration desk
2 people
- 34
Build the catering buffet
4 people
- 35
Prepare coffee and tea
2 people
Event
- 36
Welcome speakers
2 people
- 37
Register participants
4 people
- 38
Hand out name badges
3 people
- 39
Direct participants to rooms
2 people
- 40
Guide the opening
2 people
- 41
Support the plenary session
3 people
- 42
Pass around the microphones
2 people
- 43
Set up coffee break
3 people
- 44
Serve coffee and tea
3 people
- 45
Refill drinks
2 people
- 46
Lead the workshops
6 people
- 47
Distribute workshop materials
4 people
- 48
Resolve technical issues
2 people
- 49
Support panel discussion
3 people
- 50
Open the dinner buffet
4 people
- 51
Refill the dinner buffet
3 people
- 52
Serve diet meals
2 people
- 53
Clear away dishes
3 people
- 54
Support the evening program
3 people
- 55
Refill drinks
2 people
- 56
Collect questions and feedback
2 people
- 57
Lead the closing
2 people
- 58
See participants off
3 people
Aftercare
- 59
Collect lost and found items
2 people
- 60
Pack leftover catering
3 people
- 61
Sort waste
3 people
- 62
Wash dishes
3 people
- 63
Clear up the rooms
5 people
- 64
Switch off equipment
2 people
- 65
Leave venue clean
4 people
- 66
Inventory materials
2 people
- 67
Return borrowed materials
2 people
- 68
Send thank-you email to participants
- 69
Share presentations digitally
- 70
Publish recording accessibly
2 people
- 71
Archive invoices and receipts
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 180
- Tablesqty 24
- Registration desk
- Buffet tablesqty 6
- Speaker table
- Stoolsqty 6
- Coat racksqty 4
Equipment
- Laptopsqty 3
- Projectorsqty 3
- Projection screensqty 3
- HDMI cablesqty 6
- HDMI adaptersqty 6
- Presentation clickersqty 3
- Wireless microphonesqty 4
- Microphone standsqty 2
- Speakersqty 4
- Mixer
- Extension cordsqty 8
- Power stripsqty 8
- Wi-Fi hotspot
- Webcam
- Tripodqty 2
Tableware
- Coffee cupsqty 180
- Glassesqty 180
- Water glassesqty 180
- Platesqty 180
- Cutlery setsqty 180
- Serving plattersqty 20
- Serving spoonsqty 12
- Water jugsqty 12
Kitchen
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Coolersqty 6
- Ice cube traysqty 4
- Cutting boardsqty 4
- Knivesqty 8
- Serving traysqty 8
- Labels for dietary foodqty 50
Decorations
- Name badge holdersqty 180
- Name badgesqty 220
- Program leafletsqty 200
- Table runnersqty 12
- Directional signsqty 12
- Poster boardsqty 6
- Flip chartsqty 6
- Flip chart paperqty 12
- Markersqty 36
- Tapeqty 8
- Pensqty 220
- Notepadsqty 200
- Voting stickersqty 600
- Table numbersqty 24
Lighting
- LED lampsqty 8
- String lightsqty 4
Cleaning
- Waste binsqty 12
- Trash bag holdersqty 6
- Mopsqty 4
- Bucketsqty 4
- Dustpan and brushqty 3
- Cleaning glovesqty 8
- Disinfectantqty 4
Catering
- Groceries
Tips
- Build accessibility into registration, not as a last-minute request. Ask for dietary requirements and support needs when people register, and publish the available accessibility information before invitations go out.
- Allow at least 6–8 weeks to book interpreters and live captioners. Confirm the required language support, session times and whether the same team covers the full programme.
- Test the technical setup in the actual rooms at least one day before the conference. Check every projector, screen, HDMI adapter, microphone, presentation clicker, webcam and power connection.
- Send speakers a briefing and presentation deadline at least 7 days before the event. Keep the final files on a laptop at the speaker table, with a backup copy available if a presenter’s device fails.
- Plan the arrival flow before the day itself. Put the registration desk, name badges, coat racks, drinks and reception area where participants can find them without blocking accessible routes or creating a queue at the entrance.
Frequently asked questions
- How far in advance should I organise an inclusion conference?
- Start planning at least 8–12 weeks before the conference. You need that lead time to secure the venue, confirm speakers, arrange interpreters or captioners, publish registration and collect support needs.
- When should accessibility information be published?
- Publish it when registration opens, ideally 6–8 weeks before the event. Include the access route, room information, available sign language or captioning support and a clear way to request additional assistance.
- When should speakers send their presentations?
- Set the presentation deadline 7 days before the conference. Review the files before the final technical check, then keep both the confirmed versions and a backup copy ready on site.
- How much time is needed to test conference equipment?
- Reserve a full technical test at least one day before the event and a short check on the morning itself. Test sound, projection, HDMI connections, microphones, livestreaming, Wi-Fi and power before participants arrive.
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