How to organize an economics conference

Start with the program, not the invitations. Once the sessions, timings, and speakers are confirmed, you can book the venue, catering, audiovisual setup, and registration process around real requirements. Allow several weeks for speaker confirmations and presentation collection, then use the final 7 days to lock participant numbers, dietary needs, printed materials, and room setup. The last check should happen at the venue before guests arrive, not during registration.

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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
Finalize the program
2 people
2
Confirm speakers
3
Request presentations
4
Reserve venue
5
Book catering
6
Reserve audiovisual equipment
7
Draft invitations
2 people
8
Send invitations
9
Register sign-ups
10
Send registration confirmations
11
Collect dietary requirements
12
Share transportation information
13
Collect speaker information
14
Design name badges
15
Lay out the program booklets
16
Check presentations
2 people
17
Share catering numbers
18
Compile the press list
19
Send press invitations
20
Create final participant list
21
Print name badges
2 people
22
Print program booklets
2 people
23
Print direction signs
24
Do the shopping
3 people
25
Bring materials to the venue
3 people
26
Inspect venue
2 people
27
Set up the registration table
2 people
28
Set out the room layout
4 people
29
Set up tables
4 people
30
Set up chairs
4 people
31
Set up the stage area
3 people
32
Connect the projector
2 people
33
Set up projection screen
2 people
34
Test microphones
2 people
35
Load presentations
36
Test sound system
2 people
37
Set up lighting
2 people
38
Lay out registration materials
2 people
39
Sort name tags
2 people
40
Set up coffee station
3 people
41
Set up buffet
4 people
42
Chill drinks
2 people
43
Prepare the lunch buffet
4 people
44
Label diet meals
2 people
45
Give a speaker briefing
2 people

Event

46
Start background music
47
Register visitors
4 people
48
Hand out name badges
2 people
49
Serve coffee and tea
3 people
50
Open the congress
51
Guide speakers
2 people
52
Present presentations
53
Manage microphones
2 people
54
Keep track of the schedule
55
Collect questions from the audience
2 people
56
Refill drinks
3 people
57
Provide coffee break
3 people
58
Restock coffee equipment
2 people
59
Serve lunch buffet
5 people
60
Serve diet meals
2 people
61
Restock the buffet
3 people
62
Take the dishes to the kitchen
2 people
63
Set up the networking drinks reception
3 people
64
Serve snacks
4 people
65
Close the congress
66
Guide visitors out
2 people
67
Collect lost and found items

Aftercare

68
Pack leftovers safely
3 people
69
Switch off equipment
2 people
70
Dismantle equipment
3 people
71
Remove decorations
3 people
72
Wash dishes
3 people
73
Separate waste
3 people
74
Clear tables and chairs
4 people
75
Clean the venue
4 people
76
Clean the kitchen
2 people
77
Check toilets
78
Return materials
3 people
79
Return rented equipment
2 people
80
Thank speakers
81
Send thank-you message
82
Provide presentations
83
Archive participant list
84
Collect invoices
85
Share photos

What to bring

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

Furniture

Conference chairsqty 120
Rectangular tablesqty 12
Registration desk
Buffet tablesqty 6
Stoolsqty 8
Lectern
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Presentation clickerqty 2
Flip chartsqty 3
Flipchart markersqty 12
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Small bowlsqty 20
Serving plattersqty 12

Catering

Coffee urnsqty 2
Drink dispensersqty 4
Chafing dishesqty 6
Buffet platesqty 8
Bread basketsqty 8
Cooling carafeqty 8
Groceries

Decorations

Tableclothsqty 18
Table runnersqty 12
Name badge holdersqty 120
Pensqty 140
Program bookletsqty 130
Route signsqty 10
Arrow stickersqty 30
Menusqty 12
Flower arrangementsqty 8
Table number cardsqty 12

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 10

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Broomqty 2
Mop setsqty 2
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Washing-up tubsqty 3
Litter pickersqty 2

Tips

Finalize the program and confirm every speaker before sending invitations. Request presentations in advance and set a deadline at least 7 days before the conference so slides can be checked and loaded onto the presentation laptops.
Book the room and technical setup together. Confirm the projector, screen, wireless microphones, speakers, audio mixer, HDMI cables, adapters, extension cords, and power strips match the venue layout at least 2 weeks before the event.
Close registration in time to give suppliers accurate numbers. Share the final catering count and dietary requirements 3–5 days before the conference, and keep the participant list, registration desk materials, name badges, and program booklets together.
Prepare the arrival experience separately from the program. Print name badges, booklets, and direction signs at least 1 day ahead, and share transportation information with participants before they travel.
Run a venue check before bringing everything in. Test each laptop and presentation connection, place the lectern and microphones, check seating and buffet tables, and keep power banks, flip charts, and markers where staff can reach them.

Frequently asked questions

How far in advance should I start planning an economics conference?: Start at least 8–12 weeks ahead for a conference with multiple speakers. Use the first 2 weeks to shape the program, reserve the venue, confirm speakers, and arrange catering and audiovisual equipment.
When should I send invitations to an economics conference?: Send invitations once the program and main speakers are confirmed, usually 6–8 weeks before the event. Keep registration open long enough to collect participant details, dietary requirements, and transportation needs.
When should conference presentations be collected?: Set the presentation deadline 7 days before the conference. Check the files on the actual laptops and projector setup at least 1 day before guests arrive, including HDMI adapters and presentation clickers.
When should I confirm catering numbers for a conference?: Send the expected catering numbers and dietary requirements 3–5 days before the event. Prepare a final participant list at the same time, then print badges and program booklets after registration has closed.

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.