How to organise an industry meeting without last-minute problems

An industry meeting needs more than a venue and a list of speakers. Start by fixing the date and programme, then secure the hall, catering and registration process before sending invitations. The busiest work comes after people register: confirming attendance, collecting dietary requirements, preparing badges and checking presentations. In the final week, focus on quantities, deliveries, room layout and equipment. A clear order prevents small omissions from disrupting the meeting on the day.

Organize this event for free with Lizzt

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 hall
3
Book catering
4
Draft invitations
2 people
5
Publish registration form
6
Send invitations
2 people
7
Confirm speakers
8
Collect presentations
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm registrations
12
Check participant list
2 people
13
Make name badges
2 people
14
Print the program
15
Print route signs
16
Confirm catering quantities
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Test equipment
2 people
20
Send speaker instructions
21
Pick up venue keys
22
Receive deliveries
2 people
23
Open hall
2 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up registration desk
2 people
27
Lay out name badges
28
Place route signs
2 people
29
Set up presentations
2 people
30
Test microphone
2 people
31
Check the lighting
2 people
32
Hang up decorations
2 people
33
Chill drinks
2 people
34
Set up coffee station
2 people
35
Prepare snacks
3 people
36
Check toilets
37
Place waste stations
2 people
38
Brief the reception team
3 people

Event

39
Register guests
3 people
40
Hand out name badges
2 people
41
Serve welcome drinks
3 people
42
Serve coffee and tea
2 people
43
Give the opening speech
44
Assist the speaker
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Collect used dishes
2 people
48
Keep track of network tables
2 people
49
Start background music
50
Set up buffet
4 people
51
Open the buffet
2 people
52
Restock the buffet
3 people
53
Designate diet options
54
Restock plates and cutlery
2 people
55
Restock the coffee station
56
Clear used glasses
2 people
57
Collect contact details
2 people
58
Make the closing announcement
59
Serve the final drinks
2 people
60
See guests out
2 people

Aftercare

61
Take down the buffet
3 people
62
Pack leftovers
2 people
63
Collect waste
3 people
64
Wash dishes
3 people
65
Clear tables and chairs
4 people
66
Remove decorations
2 people
67
Switch off equipment
2 people
68
Clean the room
3 people
69
Clean the restrooms
2 people
70
Collect lost and found items
71
Lock up the venue
2 people
72
Return rented materials
2 people
73
Send thank-you message
74
Archive presentations and photos

What to bring

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

Furniture

Cocktail tablesqty 10
Buffet tablesqty 4
Chairsqty 90
Registration desk
Tableclothsqty 14
Waste binsqty 6

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Coffee spoonsqty 100
Table knivesqty 100
Table forksqty 100
Serving spoonsqty 12

Kitchen

Serving traysqty 12
Small bowlsqty 20
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Pliersqty 8
Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 2

Equipment

Projector
Projection screen
Laptop
Wireless microphone
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 3

Lighting

Atmosphere lightsqty 8
LED string lightsqty 4

Decorations

Name badgesqty 100
Display standsqty 8
Flower arrangementsqty 6
Welcome sign
Program boardqty 2
Pensqty 30
Notepadsqty 100
Badge holdersqty 100
Lanyardsqty 100

Cleaning

Cleaning glovesqty 6
Floor squeegeesqty 2
Bucketsqty 3
Dustpan and brushqty 2
Microfiber clothsqty 20
Dish brushesqty 3

Catering

Coolersqty 4
Drink dispensersqty 3
Chafing dishesqty 4
Serving tongsqty 8
Chalkboardsqty 10
Bread basketsqty 6
Water carafesqty 12
Ice cube traysqty 4
Groceries

Tips

Set the programme before opening registration. Confirm speakers and session times first, so the invitation and registration form contain details you will not need to correct later.
Close registration early enough to work with reliable numbers. Use the final participant list to confirm catering quantities, prepare name badges and print the programme rather than estimating attendance.
Send speakers practical instructions before the meeting, including arrival time, presentation deadline and equipment available. Collect presentations in advance and test each file on the event laptop.
Plan the room from the audience’s perspective. Set up the registration desk, cocktail and buffet tables, chairs, tablecloths and waste bins before checking sightlines to the projection screen.
Treat deliveries and technical checks as separate jobs on the final day. Confirm that the projector, laptop, wireless microphone, speakers, extension cords, coffee machines and kettles work before participants arrive.

Frequently asked questions

How far in advance should I organise an industry meeting?: Set the date, programme and venue before opening registration. Aim to send invitations several weeks before the meeting, and set a firm registration deadline at least 7 days before the event so catering, badges and printed materials can be finalised.
When should I confirm the catering quantity for an industry meeting?: Use the confirmed registration list rather than the original invite count. Confirm final quantities around 5 to 7 days before the meeting, after collecting dietary requirements and checking cancellations.
When should speakers send their presentations?: Ask speakers to send their files at least 3 working days before the meeting. This gives you time to open every presentation on the event laptop and resolve missing fonts, videos or format problems.
When should I test the equipment for an industry meeting?: Test the projector, projection screen, laptop, microphone and speakers during room setup, not when the first speaker is waiting. Complete the check at least 60 minutes before registration opens, including extension cords and power access.

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.