How to organize a network conference

A network conference needs more than a strong program. You have to align the audience, venue, speakers, registration process, catering and room layout in the right order. Start with the date and target audience, then secure the venue and key suppliers before opening registration. The details people often miss are dietary requirements, parking information, presentation checks, name badges and reliable AV equipment. Use the plan below to keep decisions, deliveries and event-day preparation on schedule.

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 target audience
2 people
2
Reserve venue
3
Book catering
4
Reserve equipment
5
Compile program
2 people
6
Confirm speakers
7
Send speaker information
8
Create a registration form
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Send parking information
13
Design name badges
14
Print name badges
2 people
15
Check participant list
2 people
16
Print the program
17
Collect presentations
18
Check presentations
2 people
19
Prepare discussion cards
2 people
20
Create the table layout
21
Confirm deliveries
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Label catering boxes
2 people
26
Collect materials
3 people

Event

27
Open venue
2 people
28
Unload equipment
3 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up registration desk
2 people
32
Lay out name badges
2 people
33
Install stage backdrop
2 people
34
Hang up signage
2 people
35
Set up decorations
2 people
36
Load presentations
2 people
37
Test microphones
2 people
38
Test the display screen
2 people
39
Prepare Wi-Fi information
40
Set up coffee station
3 people
41
Set up the buffet
4 people
42
Brief the registration team
2 people
43
Welcome speakers
2 people
44
Register participants
3 people
45
Serve welcome drinks
3 people
46
Guide the opening presentation
2 people
47
Serve coffee break
4 people
48
Refill drinks
2 people
49
Guide speakers
2 people
50
Monitor the schedule
51
Swap microphones
52
Guide networking tables
4 people
53
Distribute snacks
3 people
54
Open the dinner buffet
3 people
55
Serve dinner
5 people
56
Serve diet meals
2 people
57
Clear away dishes
3 people
58
Set up the networking drinks reception
3 people
59
Serve the networking drinks reception
4 people
60
Empty trash bins
2 people
61
See off the last visitors
2 people

Aftercare

62
Switch off the equipment
2 people
63
Tear down the buffet
4 people
64
Collect tableware
3 people
65
Dismantle tables and chairs
5 people
66
Remove decorations
2 people
67
Remove signage
2 people
68
Collect waste
3 people
69
Clean the venue
4 people
70
Wash dishes
3 people
71
Inventory materials
2 people
72
Return borrowed items
2 people
73
Store leftover catering
2 people
74
Lock up the venue
75
Send thank-you message

What to bring

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

Furniture

Rectangular tablesqty 10
High tablesqty 8
Chairsqty 90
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Coat racksqty 3

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 15
Serving tongsqty 8

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Laptop
HDMI cablesqty 3
Extension cordsqty 5
Power stripsqty 5
Presentation clickerqty 2
Wi-Fi router
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Cutting boardsqty 4
Chef's knivesqty 4
Serving knivesqty 4
Measuring cupsqty 2
Small bowlsqty 12
Bottle openersqty 4
Wine openersqty 4
Ice cube traysqty 4

Decorations

Tablecloth setsqty 10
Name card holdersqty 90
Flower arrangementsqty 10
Logo backdrop
Balloon archesqty 2
Table decorationsqty 10
Directional signsqty 8
Name badge holdersqty 90

Lighting

Atmosphere lightsqty 10
LED string lightsqty 4
Battery lampsqty 12

Catering

Groceries

Office supplies

Program flyersqty 100
Name badgesqty 100
Ballpoint pensqty 100
Notepadsqty 100
Conversation cardsqty 100
Paper tapeqty 6
Permanent markersqty 12
Clipboardsqty 4
Name stickersqty 120
Envelopesqty 100

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 8
Hand sanitizer holdersqty 6

Clothing

Service ribbonsqty 8
Apronsqty 8

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Tips

Set the date, audience and venue before inviting anyone. Keep at least 8 to 12 weeks between confirming the venue and the conference so speakers, catering and equipment can be arranged without rushing.
Build the program before sending invitations, then confirm every speaker and send presentation requirements with a clear deadline. Collect and check the final slide decks at least 3 days before the event.
Open registration only after you know the program, catering format and practical details. Ask for dietary requirements in the registration form and send parking information no later than 5 days before the conference.
Plan the room for both presentations and conversation. Place the registration desk near the entrance, allow space for coat racks and buffet tables, and test the projector, microphones, speakers, laptop, HDMI cables and power strips before guests arrive.
Treat the final 24 hours as an operations check, not a shopping period. Confirm deliveries, chill drinks, prepare snacks, label catering boxes, print the participant list and name badges, and keep spare extension cords and a presentation clicker available.

Frequently asked questions

How far in advance should I organize a network conference?: Start planning at least 8 to 12 weeks ahead. That gives you time to reserve the venue, confirm speakers, arrange catering and equipment, open registration and handle dietary requirements.
When should I send invitations for a network conference?: Send invitations as soon as the venue, date and basic program are confirmed, usually 6 to 8 weeks before the event. Close or review registrations 5 to 7 days beforehand so badges, seating and catering numbers are accurate.
When should speakers submit their presentations?: Set the presentation deadline 3 to 5 days before the conference. Check every file on the event laptop and test videos, fonts, slide formats and connection cables before the first session.
How do I prepare the room for a network conference?: Finish the room layout and equipment test at least 2 hours before registration opens. Check the registration desk, tables, chairs, microphones, projector, screen, Wi-Fi, power strips, catering areas and speaker seating in one walkthrough.

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.