How to organize a conference without last-minute problems

Organizing a conference works best when you build it in stages: fix the date and program, secure the venue, confirm speakers, and open registration. After that, collect the details that affect the day itself, such as dietary requirements, parking information, presentations, badges, catering, and technical equipment. The final week is for checking numbers and materials; the final hours are for room layout, registration, drinks, and testing every connection. Use the task and supplies lists as your working checklist, not as a reminder after something has been forgotten.

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 rooms
3
Confirm speakers
2 people
4
Request presentations
5
Send invitations
2 people
6
Publish registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Send parking information
10
Prepare the program and badges
2 people
11
Order catering
12
Reserve equipment
13
Have printed materials made
14
Send speaker information
15
Create final participant list
2 people
16
Sort badges alphabetically
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Collect presentations
20
Prepare registration table
2 people
21
Set out the room layout
3 people
22
Set up tables
4 people
23
Set out chairs
4 people
24
Place the stage table
2 people
25
Set up lecterns
2 people
26
Set up projector and screen
2 people
27
Connect the sound system
2 people
28
Test microphones
2 people
29
Test presentations
2 people
30
Check the lighting
31
Lay out name badges
2 people
32
Place programs
2 people
33
Put up route signs
2 people
34
Set up coffee stations
3 people
35
Set up lunch buffet
4 people
36
Arrange snacks
3 people

Event

37
Welcome speakers
2 people
38
Register participants
4 people
39
Serve welcome drinks
3 people
40
Guide the opening
2 people
41
Announce the speakers
42
Present presentations
43
Manage microphones
44
Moderate the Q&A
2 people
45
Serve coffee break
4 people
46
Refill drinks
2 people
47
Collect tableware
2 people
48
Serve lunch buffet
5 people
49
Serve diet meals
2 people
50
Refill buffet
3 people
51
Clear tables
3 people
52
Serve evening snacks
3 people
53
Answer visitor information
2 people
54
Monitor program times
55
Guide speakers
2 people
56
Handle the closing
2 people
57
See participants off
3 people
58
Collect lost and found items

Aftercare

59
Collect waste
4 people
60
Wash dishes
3 people
61
Clear away coffee stations
2 people
62
Clean catering tables
2 people
63
Switch off equipment
2 people
64
Secure presentations
65
Pack microphones and cables
2 people
66
Clear away chairs and tables
4 people
67
Clean the rooms
4 people
68
Empty waste containers
2 people
69
Do final venue inspection
2 people
70
Return borrowed items
2 people
71
Store leftover stock
2 people
72
Archive badges and registration
73
Send a thank-you gift to participants

What to bring

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

Furniture

Chairsqty 110
Tablesqty 18
Beer tablesqty 6
Lecternsqty 2
Stage table
Registration deskqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Coffee spoonsqty 120
Serving plattersqty 20
Pitchersqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4
Coolersqty 4
Coffee machinesqty 4
Kettlesqty 3
Hot drink urnsqty 8
Thermos flasksqty 6

Decorations

Name badgesqty 120
Badge holdersqty 120
Badge lanyardsqty 120
Program leafletsqty 120
Tableclothsqty 20
Stage sign
Route signsqty 8
Plantsqty 8
Flower arrangementsqty 6

Lighting

Standing lampsqty 6
LED lightsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 12
Serving tongsqty 10
traysqty 8

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 3

Catering

Groceries

Tips

Start with the date, program, rooms, and speaker confirmations before sending invitations. Keep enough time between sessions for room changes, questions, and catering rather than filling every minute.
Open registration only after the program and venue details are stable. Set a clear deadline for dietary requirements and parking information, then use the final participant list to prepare badges and catering numbers.
Request presentations before the conference, and collect the final versions no later than 24 hours before the first session. Store them on more than one laptop or drive so a single missing file does not delay the program.
Treat technical setup as a separate job: check the projector, screen, laptops, HDMI cables and adapters, microphones, speakers, mixer, extension cords, and power strips before participants arrive. Test every speaker microphone and presentation from the lectern.
Prepare the room in the order people will use it: place tables and chairs, set the stage table and lecterns, then arrange the registration desk and printed materials. Chill drinks and set out cups, glasses, plates, cutlery, pitchers, and serving platters only after the layout is fixed.

Frequently asked questions

How far in advance should you organize a conference?: Start planning at least 12 weeks before the conference if you need a venue, several speakers, catering, registration, and technical equipment. Confirm the date, rooms, and core program first; open registration once those details are reliable.
When should conference speakers send their presentations?: Ask speakers for their presentations at least 7 days before the event and set a final collection deadline 24 hours before the first session. Keep the collected files on two devices and test them with the projector before registration opens.
When should I finalize the conference participant list?: Close or review registration 3 to 5 days before the conference, depending on the venue and catering deadline. Use that list to sort badges alphabetically, confirm dietary requirements, and place the final catering order.
How early should a conference room be set up?: Allow at least 2 hours before participants arrive for tables, chairs, the stage table, lecterns, registration desk, printed materials, and technical testing. Finish the microphone and presentation checks before the registration table becomes busy.

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.