How to organise an industry conference

Start by fixing the date, programme structure and venue before inviting speakers or opening registration. Then build the event around clear deadlines for speaker materials, catering numbers, technical checks and attendee communications. Industry conferences often run into trouble because presentations arrive late, dietary requirements are incomplete or the registration desk is not ready when guests arrive. Use one working schedule for the 68 tasks and 55 items in the plan, with a named owner and deadline for each step.

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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
Set the date and program
2 people
2
Confirm speakers and moderators
2 people
3
Reserve the venue and rooms
4
Reserve catering and dietary options
2 people
5
Record technical requirements
2 people
6
Open the website and registration
2 people
7
Send invitations
2 people
8
Collect speaker information
2 people
9
Collect presentations and portrait photos
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Update participant list
13
Create badges and participant folders
3 people
14
Have the program printed
15
Check presentations technically
2 people
16
Send speaker briefing
17
Prepare signage
2 people
18
Send the final participant confirmation
19
Confirm catering order
20
Do the shopping
3 people
21
Bring materials to the venue
3 people
22
Set out the room layout
2 people
23
Prepare the registration desk
2 people
24
Set up chairs and tables
4 people
25
Set up speaker room
2 people
26
Set up projector and screen
2 people
27
Test microphones and speakers
2 people
28
Load presentations onto laptop
29
Hang up signage
2 people
30
Lay out badges and folders
2 people
31
Prepare coffee and tea
3 people
32
Chill water and soft drinks
2 people
33
Set up the buffet and snacks
4 people

Event

34
Staff the registration desk
3 people
35
Receive participants
3 people
36
Serve coffee and tea
2 people
37
Guide the opening presentation
2 people
38
Provide technical support for speakers
2 people
39
Monitor the schedule per session
40
Refill drinks
2 people
41
Set up coffee break
3 people
42
Clear up after the coffee break
2 people
43
Collect questions from the audience
2 people
44
Direct participants to breakout sessions
2 people
45
Support breakout sessions
4 people
46
Set up the dinner buffet
4 people
47
Open the dinner buffet
3 people
48
Keep the buffet and tables tidy
3 people
49
Clear used dishes
3 people
50
Set up the networking drinks reception
3 people
51
Host the networking drinks reception
3 people
52
Manage the final presentation
2 people
53
Lead the closing and thank-you speech
2 people
54
Guide participant departures
2 people
55
Collect waste along the way
2 people
56
Secure presentation materials
2 people

Aftercare

57
Wash dishes and glassware
3 people
58
Clean the buffet and kitchen
3 people
59
Clear the hall
4 people
60
Switch off equipment
2 people
61
Put the tables and chairs back
4 people
62
Empty waste containers
2 people
63
Clean the venue thoroughly
3 people
64
Inventory materials
2 people
65
Return borrowed materials
2 people
66
Store leftover catering
2 people
67
Send thank-you email to participants
68
Share presentations with participants

What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 16
Registration tablesqty 2
Speaker table
High tablesqty 12
Changing room setup
Coat racksqty 4
Waste binsqty 8

Equipment

Presentation laptopqty 2
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8
Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 8

Decorations

Tableclothsqty 20
Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Participant foldersqty 110
Notepadsqty 110
Ballpoint pensqty 120
Program flyersqty 120
Name cards for tablesqty 20
Information boardsqty 8
Directional signsqty 12

Lighting

LED floor lampsqty 6
String lightsqty 4

Cleaning

Microfiber clothsqty 20
Cleaning spongesqty 10
Trash bag holdersqty 8

Catering

Groceries

Tips

Set the date, programme and rooms first, then confirm speakers and moderators before opening registration. Allow at least 8 to 12 weeks for a conference with multiple sessions.
Give speakers a firm deadline for presentation files, biographies and headshots—ideally 10 to 14 days before the event. Check every presentation on the actual laptop, projector and adapters at least one day ahead.
Close or review registration numbers 7 days before the conference so you can confirm catering, badges, delegate folders, seating and dietary options. Send a final attendee confirmation with arrival details 2 to 3 days before the event.
Plan the registration desk as a timed setup, not an afterthought: place tables, badges, attendee lists, signage and power supplies together before doors open. Have at least two people handling check-in for the first 30 minutes if you expect more than 50 attendees.
Walk through the venue with the AV lead before the event begins. Test wireless microphones, speakers, the mixer, clicker, HDMI cables and adapters in every room, and keep spare extension cords, power strips and power banks nearby.

Frequently asked questions

How long does it take to organise an industry conference?: Allow 8 to 12 weeks for a small or mid-sized conference, and 4 to 6 months for a larger programme with many speakers. Book the venue and confirm the programme in the first 2 weeks.
When should conference registration open?: Open registration once the date, venue, programme outline and main speakers are confirmed—usually 6 to 10 weeks before the event. Review registrations weekly and close final catering numbers 7 days beforehand.
When should speakers submit their presentations?: Set the deadline 10 to 14 days before the conference, then send a reminder 3 days before it. Complete the technical check no later than the day before the event.
How many staff are needed at an industry conference registration desk?: Use two people for the first 30 minutes when more than 50 attendees are expected, then keep at least one person there during arrivals. Prepare badges and participant folders before the desk opens.

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.