How to organise an industry conference without last-minute gaps

An industry conference depends on several workstreams moving in the right order: programme, venue, speakers, registration, catering and technical production. Start by fixing the date and programme before inviting anyone, then secure rooms and confirm speakers while you still have time to adjust the schedule. Registration data drives badges, dietary requirements, catering and welcome packs. In the final week, test every presentation and cable, brief speakers, and inspect the hall and foyer before guests 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
Set the date and program
2 people
2
Reserve the venue and rooms
3
Confirm speakers
4
Collect presentation titles
5
Draft invitations
2 people
6
Send invitations
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Answer participants' questions
11
Prepare name badges
2 people
12
Check participant list
13
Order catering
14
Order drinks
15
Reserve equipment
16
Collect presentations
17
Print the program
2 people
18
Print route signs
19
Prepare welcome packs
3 people
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Confirm catering
23
Send speaker briefing
24
Open venue
2 people
25
Inspect hall and foyer
2 people
26
Set up the registration desk
2 people
27
Set up tables and chairs
4 people
28
Set up stage area
2 people
29
Set up projector and screen
2 people
30
Connect microphones
2 people
31
Test presentations
2 people
32
Prepare the technical manual
33
Hang decorations
2 people
34
Place route signs
2 people
35
Set up coffee station
2 people
36
Set up lunch buffet
3 people
37
Lay out the welcome pack
2 people

Event

38
Welcome speakers
2 people
39
Staff registration
4 people
40
Welcome participants
3 people
41
Hand out name badges
2 people
42
Serve coffee and tea
3 people
43
Guide the opening presentation
2 people
44
Provide technical support for speakers
2 people
45
Keep track of the schedule
46
Moderate audience Q&A
47
Refill drinks
2 people
48
Provide coffee break
3 people
49
Restock the buffet
3 people
50
Serve diet meals
2 people
51
Oversee dinner buffet
4 people
52
Set up the networking drinks reception
3 people
53
Serve snacks
3 people
54
Keep track of network tables
2 people
55
See participants off
2 people

Aftercare

56
Collect lost and found items
2 people
57
Collect tableware
3 people
58
Sort waste
3 people
59
Clear up the rooms
4 people
60
Switch off equipment
2 people
61
Put furniture back
4 people
62
Clean coffee station
2 people
63
Check toilets
64
Clean the rooms
3 people
65
Pack leftover catering
2 people
66
Check rental equipment
2 people
67
Return rental items
2 people
68
Archive presentations
69
Send thank-you email to participants
70
Share photos and materials

What to bring

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

Furniture

Chairsqty 140
Tablesqty 18
Registration tablesqty 2
Bar stoolsqty 12
High tablesqty 12
Tableclothsqty 18
Stage sectionsqty 4

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3
Clickerqty 2
Laptop chargersqty 3

Tableware

Coffee cupsqty 140
Water glassesqty 180
Wine glassesqty 140
Platesqty 160
Cutlery setsqty 160
Serving spoonsqty 12
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 16
Serving traysqty 8

Decorations

Congress bannersqty 3
Name badgesqty 140
Name badge holdersqty 140
Program leafletsqty 150
Notepadsqty 140
Ballpoint pensqty 160
Directional signsqty 12
Table décorqty 18

Lighting

LED spotlightsqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 12
Dish brushesqty 4
Washing-up bowlsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, programme and room layout first. Confirm the main hall, breakout rooms, stage sections, chairs and tables before publishing the invitation, because room capacity determines how many registrations you can accept.
Give speakers a firm deadline for titles and presentations. Collect final files before the event day, load them onto the presentation laptop, and check HDMI, USB-C adapters, the clicker and laptop chargers with the projector and screen.
Open registration only after the schedule and venue details are stable. Review the participant list at least 48 hours before the conference, then prepare name badges and separate dietary requirements for the caterer.
Order catering and drinks from the confirmed headcount, not the first estimate. Reconfirm the order a few days beforehand, then chill drinks and set out coffee cups, water glasses, plates, cutlery and serving utensils before registration opens.
Treat the first 60 minutes as a separate setup window. Open and inspect the venue, test microphones, speakers, mixer and power strips, place route signs, arrange registration tables, and keep a spare extension cord and adapter at the AV desk.

Frequently asked questions

How far in advance should I start organising an industry conference?: Start at least 12 weeks before the event if you need a venue, several speakers and catering. Fix the date and programme first, then reserve rooms and begin speaker and invitation work.
When should conference invitations be sent?: Send a save-the-date as soon as the date and venue are confirmed, ideally 8 to 12 weeks ahead. Send the full invitation when the programme, registration form and key practical information are ready.
When should I collect presentations from speakers?: Set the final presentation deadline 3 to 5 working days before the conference. This gives you time to test every file on the presentation laptop and resolve missing fonts, adapters or video playback issues.
How much time is needed to set up an industry conference venue?: Allow at least 2 hours for room setup and technical checks, plus extra time if staging or several microphones are involved. Finish the hall and foyer inspection before participant registration begins.

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.