How to organize a hospitality conference

Start by fixing the date, venue, and conference program before opening registration. Then confirm speakers, publish the key event information, and track registrations and dietary requirements in one place. In the final weeks, collect and check presentations, prepare badges and printed materials, and confirm catering. On the event day, allow enough time to check rooms, test the projector and microphones, and set up the registration desk before participants 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
Confirm date and location
2
Finalize the program
2 people
3
Confirm speakers
4
Send invitations
2 people
5
Open the registration form
6
Publish promotional materials
7
Process registrations
2 people
8
Collect dietary requirements
9
Answer participants' questions
10
Create catering menu
2 people
11
Make reservations
12
Collect speaker information
13
Collect presentations
14
Check presentations
15
Make name badges
2 people
16
Print participant list
17
Print the program booklets
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Prepare snacks
4 people
21
Open venue
2 people
22
Check rooms
2 people
23
Set up tables
3 people
24
Set out chairs
3 people
25
Set up registration desk
2 people
26
Lay out name badges
2 people
27
Decorate the reception desk
2 people
28
Build the catering buffet
4 people
29
Set up coffee station
2 people
30
Set out drinks
2 people
31
Set up the presentation equipment
2 people
32
Test presentations
2 people
33
Test microphones
2 people
34
Hang signs
2 people
35
Check toilets
36
Place waste bins
37
Briefing for reception team
3 people
38
Brief catering team
4 people

Event

39
Welcome speakers
2 people
40
Register participants
4 people
41
Hand out name badges
2 people
42
Serve coffee and tea
3 people
43
Guide the opening
44
Announce the speakers
45
Facilitate presentations
2 people
46
Refill drinks
2 people
47
Serve snacks
4 people
48
Collect tableware
2 people
49
Restock break buffet
3 people
50
Guide participants to dinner
2 people
51
Open the dinner buffet
4 people
52
Refill the dinner buffet
4 people
53
Serve diet meals
2 people
54
Clear tables
3 people
55
Serve coffee after dinner
2 people
56
Facilitate the networking session
2 people
57
Serve snacks
3 people
58
Collect glasses and cups
2 people
59
Handle the final round of drinks
2 people
60
Announce the closing
61
See participants off
2 people

Aftercare

62
Catering breakdown
4 people
63
Dismantle furniture
4 people
64
Switch off equipment
2 people
65
Wash dishes
3 people
66
Collect waste
2 people
67
Clean rooms
3 people
68
Clean the restrooms
69
Final venue check
2 people
70
Return borrowed items
2 people
71
Thank speakers
72
Send thank-you email to participants
73
Share photos and presentations

What to bring

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

Furniture

Registration tablesqty 2
Buffet tablesqty 8
Bistro tablesqty 12
Conference chairsqty 110
High tablesqty 10
Table linenqty 20
Speaker chairsqty 6

Tableware

Dinner platesqty 130
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Cutlery setsqty 130
Serving utensilsqty 20
Coffee spoonsqty 120

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Coolersqty 4
Coffee machinesqty 3
Kettlesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving plattersqty 20
Serving traysqty 12
Food warmersqty 6
Serving spoonsqty 12
Pliersqty 8
Measuring cupsqty 3
Aluminum foilqty 4

Decorations

Company flagsqty 4
Flower arrangementsqty 8
Menusqty 20
Name badge holdersqty 120
Wayfinding signsqty 8
Presentation lectern

Lighting

Atmosphere lightsqty 12
Light cablesqty 4

Cleaning

Waste binsqty 10
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Lock the date, venue, and program before sending invitations. Participants need the session schedule, location, and registration details before they can make a clear decision.
Set a registration deadline at least 7 days before the conference. Use the final registration list to prepare name badges, print participant lists, and send confirmed dietary requirements to catering.
Give speakers a presentation deadline of 3 to 5 days before the event. Check every file on the event laptop and test it with the projector, screen, HDMI cable, and presentation clicker.
Plan the room around the program rather than the furniture alone. Check that conference chairs, speaker chairs, tables, microphones, speakers, and power strips are ready for each session format.
Open the venue at least 2 hours before the first arrival. Use that time to check rooms, set tables and chairs, chill drinks, prepare snacks, and test wireless microphones and presentation equipment.

Frequently asked questions

How far in advance should I organize a hospitality conference?: Start planning at least 8 to 12 weeks ahead for a conference with several speakers and catering. Fix the date and venue first, then allow time for the program, invitations, registrations, dietary requirements, and presentations.
When should I open registration for a hospitality conference?: Open registration as soon as the date, venue, core program, and main speakers are confirmed, usually 6 to 8 weeks before the event. Close it about 7 days before the conference so badges, catering, and printed lists can be finalized.
When should speakers send their presentations?: Set the deadline 3 to 5 days before the conference. Check each presentation on the actual laptop and projector, and keep a backup copy available on the event laptop or a separate drive.
How early should I arrive at the venue on conference day?: Arrive at least 2 hours before the first participant. A typical setup includes checking the rooms, arranging tables and chairs, preparing the registration desk, testing microphones and projection, and preparing coffee, drinks, and snacks.

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.