How to organize a conference without missing the details

Start with the date, venue and room capacity, then build the program around confirmed speakers and realistic timings. Open registration only after the schedule, directions and dietary questions are ready. In the final weeks, check attendance numbers, order catering and equipment, and prepare badges and printed materials. The details most often missed are presentation files, adapters, microphone checks and clear arrival information for participants.

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 conference date
2 people
2
Reserve venue
2 people
3
Determine room layout
2 people
4
Compile program
3 people
5
Confirm speakers
2 people
6
Request presentations
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Send parking information
12
Send directions
13
Order catering
2 people
14
Reserve equipment
2 people
15
Order print materials
16
Make name badges
2 people
17
Print participant list
18
Print the program booklets
2 people
19
Print speaker information
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare catering
4 people
23
Collect presentations
24
Check presentations
2 people
25
Set out the equipment case
2 people
26
Pick up venue keys
27
Open hall
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up the registration table
2 people
31
Place the stage table
2 people
32
Hang up signage
2 people
33
Prepare registration materials
2 people
34
Sort name tags
2 people
35
Connect microphones
2 people
36
Connect the projector
2 people
37
Load presentations
38
Test sound
2 people
39
Test the setup
2 people
40
Set up coffee station
3 people
41
Set up lunch buffet
4 people
42
Welcome speakers
2 people
43
Give a speaker briefing
2 people

Event

44
Register participants
4 people
45
Hand out program brochures
2 people
46
Escort participants to the hall
2 people
47
Handle the opening
2 people
48
Guide speakers
2 people
49
Start presentations
50
Monitor the schedule
51
Collect questions from the audience
2 people
52
Serve coffee and tea
4 people
53
Refill drinks
2 people
54
Serve lunch buffet
5 people
55
Serve diet meals
2 people
56
Clear buffet
3 people
57
Collect tableware
3 people
58
Keep the break room clean
2 people
59
Support the technical setup
2 people
60
Handle the closing
2 people
61
See participants off
2 people

Aftercare

62
Collect waste
3 people
63
Wash dishes
3 people
64
Clean coffee station
2 people
65
Switch off equipment
2 people
66
Roll up cables
2 people
67
Put furniture back
4 people
68
Remove decorations
2 people
69
Clean the room
4 people
70
Check toilets
71
Collect lost and found items
72
Lock up the venue
2 people
73
Return equipment
2 people
74
Clear away leftover catering
2 people
75
Return materials
2 people
76
Send thank-you messages

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration tablesqty 2
Stage tablesqty 2
Speaker chairsqty 6
Stoolsqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
HDMI cablesqty 4
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving boardsqty 8
Serving plattersqty 12
Coffee potsqty 6
Water jugsqty 8

Catering

Thermos flasksqty 6
Coolersqty 4
Buffet warmersqty 6
Serving tongsqty 10
Tablecloth rollsqty 4
Groceries

Registration

Name badgesqty 120
Lanyardsqty 120
Registration traysqty 4
Pensqty 40
Clipboardsqty 6
Program leafletsqty 120
Notepadsqty 120
Evaluation formsqty 120
Table numbersqty 14

Decorations

Stage backdropsqty 2
Wayfinding signsqty 10
Speaker name badgesqty 8
Cotton table runnersqty 14

Lighting

LED work lightsqty 4
Light standsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 12
Waste sorting binsqty 4

Safety

First aid kit
Non-slip matsqty 6

Tips

Set the venue and room layout before inviting anyone. Decide where registration tables, stage tables, speaker chairs, screens and catering will go, then check that the room still has clear routes and enough seating.
Confirm speakers before publishing the program, and request their presentations several days ahead of the conference. Test every file on the event laptop, including fonts, video and slide transitions.
Open registration with the questions you actually need, including dietary requirements. Review the list regularly and use the final attendance count to adjust catering, chairs, name badges and printed program booklets.
Send parking information and directions with the invitation and again before the event. Participants should not have to search for the venue entrance or guess where registration starts.
Pack and test the equipment case before the event day: projector, screens, microphones, HDMI cables, adapters, extension cords, power strips and clickers. Bring power banks and a backup laptop so one missing cable does not stop a session.

Frequently asked questions

How far in advance should I start organizing a conference?: Start at least 12 weeks before the conference. Book the venue first, then confirm speakers and the program before opening registration.
When should I send conference invitations?: Send the first invitation 8 to 10 weeks before the event, once the date, venue and main program details are confirmed. Send directions and parking information again about 7 days beforehand.
How much catering should I order for a conference?: Base the order on the confirmed registration count and add around 5 to 10 percent for changes and late arrivals. Collect dietary requirements no later than 7 days before the conference so the caterer can prepare accurately.
When should conference presentations be collected and tested?: Request presentations at least 3 to 5 days before the event and test them on the presentation laptop immediately. Keep the final files together with the adapters, clicker and backup equipment.

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.