HR conference checklist: what to arrange and when

An HR conference depends on more than a finished programme and a booked room. You need time to confirm speakers, collect presentations and dietary requirements, prepare registration, and test every laptop, microphone and cable before guests arrive. This checklist covers the work from initial planning through room setup and the final run sheet. Use it to keep deadlines visible and prevent small details from becoming problems on conference day.

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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

Finalize the program
2 people
Confirm speakers
2 people
Reserve the venue and rooms
Book catering
Reserve audiovisual equipment
Send invitations
2 people
Open the registration form
Publish promotional materials
2 people
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Request presentations
Design name badges
Send directions
Check technical requirements
2 people
Create final guest list
2 people
Give the diet list to catering
Print the run sheet
2 people
Print name badges
2 people
Collect presentations
Test presentations
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare registration table
2 people
Set out the room layout
4 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage and podium table
3 people
Set up the projector and screen
2 people
Connect microphones
2 people
Test sound system
2 people
Set up presentations
Lay out registration materials
2 people
Prepare coffee and tea
3 people
Chill drinks
2 people
Prepare snacks
3 people
Signpost the hall
2 people

Event

Welcome speakers
2 people
Register walk-ins
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Open the congress
Announce the speakers
Facilitate presentations
2 people
Manage microphones
Collect questions from the audience
2 people
Set up coffee break
3 people
Serve coffee break
3 people
Refill drinks
2 people
Empty trash bins
2 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Set up buffet
4 people
Serve dinner buffet
4 people
Serve diet meals
2 people
Serve coffee after dinner
2 people
Announce the closing
Thank speakers
2 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Clear tables and chairs
4 people
Collect waste
3 people
Clean the rooms
4 people
Check sanitary facilities
2 people
Inventory materials
2 people
Return borrowed equipment
2 people
Clear away leftover catering
2 people
Send guest thank-you gift
Share presentations with participants

What to bring

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

Furniture

Conference chairsqty 90
Foldable tablesqty 12
Registration tablesqty 2
Speaker table
Bar stoolsqty 6
Buffet tablesqty 4
Coat racksqty 3

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 4
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Flip chartsqty 4
Flipchart markersqty 20
High table signsqty 8

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving spoonsqty 12
Coffee spoonsqty 100

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8
Small bowlsqty 20
Food warmersqty 6
Pliersqty 8
Cutting boardsqty 4

Decorations

Tableclothsqty 16
Name card holdersqty 90
Menusqty 12
Flower arrangementsqty 8
Directional signsqty 10
Backdrop banner

Lighting

LED lampsqty 8
Light standsqty 4

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20

Catering

Groceries

Tips

Confirm the programme and speakers before opening registration. Build in at least 2 weeks to collect speaker information, presentation files and technical requirements, then request final presentations before printing the run sheet.
Give catering the dietary list at least 3 working days before the conference. Keep the final guest list matched to name badges and table numbers so late registration changes can be handled quickly.
Test every presentation on the actual laptop and projector at least 1 day before the event. Check HDMI cables, power strips, extension cords, microphones, speakers and the presentation clicker rather than relying on the speaker’s own equipment.
Prepare the registration table before doors open, with name badges arranged alphabetically and directions ready to send or hand out. Allow 30 minutes for setup, including signage, spare stationery and a way to record arrivals.
Set out the room layout and AV equipment before the first attendee arrives. Leave clear access to coat racks, registration tables and buffet tables, and keep a printed run sheet at the registration desk, speaker table and AV position.

Frequently asked questions

How far in advance should I plan an HR conference?: Start planning at least 8 to 12 weeks before the conference. Finalize the programme and venue first, then allow time for speaker confirmations, invitations, registrations, catering and technical checks.
When should I send HR conference invitations?: Send invitations once the venue, date and main programme are confirmed, preferably 6 to 8 weeks before the event. Close or review registration 1 week beforehand so you can produce the guest list, badges and dietary information.
When should I collect speaker presentations?: Request presentation files at least 7 days before the conference and set a firm final deadline 2 to 3 working days before it. Test the collected files together on the event laptop and projector before printing the final run sheet.
How long before an HR conference should I set up the room?: Allow 2 to 3 hours for room layout, registration tables, buffet tables, signage and AV equipment. Complete the final microphone, presentation and screen test at least 30 minutes before attendees enter.

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.