Inclusion conference checklist

An inclusion conference needs more than a room, speakers and a registration form. Accessibility details, support requests, dietary requirements and technical needs must be collected early enough to act on them. This checklist takes you from setting the date and booking rooms to preparing badges, checking presentations and opening the reception area. Use it to keep the programme, people, equipment and participant information aligned without leaving essential arrangements until the final week.

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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

Set the date and program
2 people
Reserve the venue and rooms
2 people
Confirm speakers
2 people
Confirm host
Draft invitations
2 people
Send invitations
2 people
Publish registration form
2 people
Publish accessibility information
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Register support needs
2 people
Book interpreters and live captioners
Confirm sign language support
Reserve livestream setup
Order catering
2 people
Collect equipment and presentations
2 people
Update the program website
Send confirmation email
2 people
Prepare name badges
3 people
Check participant list
2 people
Send speaker briefing
Collect presentations
Do the shopping
3 people
Set out drinks chilled
2 people
Prepare reception area
3 people
Compile program brochures
3 people
Test the equipment
3 people
Load presentations on the venue computer
2 people
Set up the room layout
5 people
Clear accessible walkways
2 people
Hang up signage
2 people
Lay out name badges
2 people
Set up registration desk
2 people
Build the catering buffet
4 people
Prepare coffee and tea
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Hand out name badges
3 people
Direct participants to rooms
2 people
Guide the opening
2 people
Support the plenary session
3 people
Pass around the microphones
2 people
Set up coffee break
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Lead the workshops
6 people
Distribute workshop materials
4 people
Resolve technical issues
2 people
Support panel discussion
3 people
Open the dinner buffet
4 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Support the evening program
3 people
Refill drinks
2 people
Collect questions and feedback
2 people
Lead the closing
2 people
See participants off
3 people

Aftercare

Collect lost and found items
2 people
Pack leftover catering
3 people
Sort waste
3 people
Wash dishes
3 people
Clear up the rooms
5 people
Switch off equipment
2 people
Leave venue clean
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Send thank-you email to participants
Share presentations digitally
Publish recording accessibly
2 people
Archive invoices and receipts
2 people

What to bring

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

Furniture

Chairsqty 180
Tablesqty 24
Registration desk
Buffet tablesqty 6
Speaker table
Stoolsqty 6
Coat racksqty 4

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Presentation clickersqty 3
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Wi-Fi hotspot
Webcam
Tripodqty 2

Tableware

Coffee cupsqty 180
Glassesqty 180
Water glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 20
Serving spoonsqty 12
Water jugsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4
Cutting boardsqty 4
Knivesqty 8
Serving traysqty 8
Labels for dietary foodqty 50

Decorations

Name badge holdersqty 180
Name badgesqty 220
Program leafletsqty 200
Table runnersqty 12
Directional signsqty 12
Poster boardsqty 6
Flip chartsqty 6
Flip chart paperqty 12
Markersqty 36
Tapeqty 8
Pensqty 220
Notepadsqty 200
Voting stickersqty 600
Table numbersqty 24

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 12
Trash bag holdersqty 6
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Disinfectantqty 4

Catering

Groceries

Tips

Set the date and programme before inviting speakers, then allow several weeks to confirm interpreters, live captioners and sign language support. These services may need to be booked before registrations open.
Publish accessibility information with the registration form, not after it. Ask about dietary requirements and support needs in the same process so you have time to make arrangements before catering is ordered.
Send the confirmation email after registrations have been processed and include the latest programme, access information and practical arrival details. Send a separate speaker briefing once presentations and technical requirements are known.
Test the full presentation setup before the conference: laptops, projectors, screens, HDMI cables, adapters, clickers, microphones, speakers, mixer, webcam and livestream connection. Keep extension cords, power strips and a Wi-Fi hotspot available as backup.
Prepare the reception area before guests arrive, with the registration desk, checked participant list, name badges, chilled drinks and clearly arranged seating. Count water glasses, cups, plates and cutlery against the expected attendance rather than estimating on the morning.

Frequently asked questions

How early should I book interpreters for an inclusion conference?: Start contacting interpreters, live captioners and sign language support providers as soon as the date and programme are reasonably stable, ideally at least 6 to 8 weeks before the conference. Waiting until registrations close can leave too little time to find availability.
When should I ask attendees about accessibility and dietary requirements?: Ask both questions when you publish the registration form, usually 4 to 8 weeks before the event. Review responses weekly and give the catering provider the final dietary count several days before ordering.
How long before an inclusion conference should speakers send presentations?: Set a firm deadline of 5 to 7 days before the conference for presentation files. This gives you time to check formats, load the files on the presentation laptop and resolve missing fonts, videos or adapters.
When should I send the final confirmation email to participants?: Send it 3 to 5 days before the conference, once the programme, access information and arrival instructions are confirmed. If important details change later, send a short update immediately rather than waiting for event day.

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