Industry conference checklist: what to arrange and when

An industry conference involves more than booking a venue and inviting speakers. You need a clear programme, confirmed presenters, working AV equipment, registration materials, catering details and a reliable setup plan. Start with the date, format and rooms, then move through speaker coordination, registration and technical checks. This checklist helps you keep track of the details that are often left until the last week, including dietary requirements, presentation files, signage and the registration desk.

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

Set the date and program
2 people
Confirm speakers and moderators
2 people
Reserve the venue and rooms
Reserve catering and dietary options
2 people
Record technical requirements
2 people
Open the website and registration
2 people
Send invitations
2 people
Collect speaker information
2 people
Collect presentations and portrait photos
2 people
Process registrations
2 people
Collect dietary requirements
Update participant list
Create badges and participant folders
3 people
Have the program printed
Check presentations technically
2 people
Send speaker briefing
Prepare signage
2 people
Send the final participant confirmation
Confirm catering order
Do the shopping
3 people
Bring materials to the venue
3 people
Set out the room layout
2 people
Prepare the registration desk
2 people
Set up chairs and tables
4 people
Set up speaker room
2 people
Set up projector and screen
2 people
Test microphones and speakers
2 people
Load presentations onto laptop
Hang up signage
2 people
Lay out badges and folders
2 people
Prepare coffee and tea
3 people
Chill water and soft drinks
2 people
Set up the buffet and snacks
4 people

Event

Staff the registration desk
3 people
Receive participants
3 people
Serve coffee and tea
2 people
Guide the opening presentation
2 people
Provide technical support for speakers
2 people
Monitor the schedule per session
Refill drinks
2 people
Set up coffee break
3 people
Clear up after the coffee break
2 people
Collect questions from the audience
2 people
Direct participants to breakout sessions
2 people
Support breakout sessions
4 people
Set up the dinner buffet
4 people
Open the dinner buffet
3 people
Keep the buffet and tables tidy
3 people
Clear used dishes
3 people
Set up the networking drinks reception
3 people
Host the networking drinks reception
3 people
Manage the final presentation
2 people
Lead the closing and thank-you speech
2 people
Guide participant departures
2 people
Collect waste along the way
2 people
Secure presentation materials
2 people

Aftercare

Wash dishes and glassware
3 people
Clean the buffet and kitchen
3 people
Clear the hall
4 people
Switch off equipment
2 people
Put the tables and chairs back
4 people
Empty waste containers
2 people
Clean the venue thoroughly
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Send thank-you email to participants
Share presentations with participants

What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 16
Registration tablesqty 2
Speaker table
High tablesqty 12
Changing room setup
Coat racksqty 4
Waste binsqty 8

Equipment

Presentation laptopqty 2
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Clickerqty 2
Power banksqty 4

Tableware

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

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8
Serving plattersqty 12
Food warmersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 8

Decorations

Tableclothsqty 20
Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Participant foldersqty 110
Notepadsqty 110
Ballpoint pensqty 120
Program flyersqty 120
Name cards for tablesqty 20
Information boardsqty 8
Directional signsqty 12

Lighting

LED floor lampsqty 6
String lightsqty 4

Cleaning

Microfiber clothsqty 20
Cleaning spongesqty 10
Trash bag holdersqty 8

Catering

Groceries

Tips

Set the date, programme structure, rooms and technical requirements before opening registration. Confirm how many sessions run at the same time so you can reserve the right number of rooms and projectors.
Ask speakers for their presentation files, headshots, biographies and access needs at least 14 days before the conference. Run every presentation on the actual presentation laptop and check HDMI adapters, microphones and clickers before doors open.
Close dietary-requirement collection 7 to 10 days before the event and send the final catering numbers after that deadline. Include separate options for recorded allergies and dietary preferences rather than relying on attendees to explain them on arrival.
Prepare badges, participant folders, printed programmes and directional signs at least 3 days ahead. Allow one registration table for every 100 expected attendees so queues do not build up during the busiest 30 minutes.
Bring equipment and materials to the venue the day before whenever possible. On setup day, allow at least 2 hours for chairs, congress tables, the registration desk, speaker room, screens, power strips and sound checks before the first arrival.

Frequently asked questions

How far in advance should I start organising an industry conference?: Start 6 to 12 months ahead if you need a sought-after venue or several external speakers. Fix the date, format and rooms first, then open registration once the core programme and speaker list are stable.
When should industry conference speakers be confirmed?: Aim to confirm speakers and moderators 8 to 12 weeks before the event. Request final presentation files, biographies and headshots no later than 14 days before the conference, leaving time for technical checks.
How many staff do I need at an industry conference registration desk?: Plan for at least 1 registration staff member per 100 attendees, with extra help during the first 30 minutes. For 300 attendees, three people should check badges and answer arrival questions without creating long queues.
When should I confirm catering numbers and dietary requirements?: Collect dietary requirements until 7 to 10 days before the event and confirm the final catering order immediately afterward. Keep a small buffer for late registrations, but give the caterer one clearly dated final number.

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.