Industry conference checklist: what to arrange and when

An industry conference depends on more than a finished programme and a booked room. You need a clear sequence for invitations, registrations, speaker materials, catering, room layout and technical checks. This checklist covers the work from confirming speakers through setting up the registration desk and testing presentations, microphones and lighting. Use it to spot late tasks, especially dietary requirements, name badges, adapters, power and signage.

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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
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Collect presentations
Check name tag details
2 people
Print name badges
2 people
Print participant list
Check reservations
Do the shopping
3 people
Collect materials
2 people
Prepare catering
3 people
Sort badges
2 people
Set up presentations
2 people
Set up registration desk
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage and podium table
3 people
Test presentations
2 people
Test microphones
2 people
Check the lighting
Hang up signage
2 people
Hang decorations
2 people
Set up coffee stations
3 people
Set up buffet
4 people
Chill drinks
2 people
Prepare snacks
4 people
Set up the tech table
2 people
Hold team briefing
8 people

Event

Staff the registration desk
3 people
Receive participants
3 people
Serve welcome drinks
3 people
Deliver the opening presentation
2 people
Guide speakers
2 people
Monitor the schedule
Present presentations
Serve coffee break
4 people
Refill drinks
2 people
Collect questions from the audience
Serve lunch buffet
5 people
Serve diet meals
2 people
Host the networking drinks reception
4 people
Serve snacks
4 people
Collect glasses and crockery
3 people
Announce the closing
See participants off
3 people

Aftercare

Clean up catering
4 people
Collect waste
3 people
Take down tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Return materials
2 people
Inventory Leftovers
Collect lost and found items
Send thank-you message
Share presentations

What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 12
Tall cocktail tablesqty 10
Stage sectionsqty 4
Speaker table
Registration tablesqty 2
Clothes racksqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 150
Platesqty 130
Cutlery setsqty 130
Serving traysqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Adapter cablesqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Presentation clickerqty 2
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Buffet traysqty 12
Serving spoonsqty 12
Cutting boardsqty 3

Decorations

Name card holdersqty 120
Table runnersqty 12
Flower arrangementsqty 8
Signage boardsqty 10
Badge holdersqty 120

Lighting

LED spotlightsqty 8

Cleaning

Waste binsqty 10

Catering

Groceries

Tips

Close the programme and confirm every speaker before opening registration. Ask speakers for their presentation files and technical requirements no later than 7 days before the conference.
Set a registration deadline that gives you time to process attendee details, collect dietary requirements and print the attendee list and name badges. Keep a small number of blank badges for last-minute changes.
Test the full presentation setup in the actual room, not just on a laptop. Check the projector, screen, HDMI and adapter cables, clicker, microphones, speakers, power strips and extension cords at least 2 hours before doors open.
Plan the room around the programme: place conference chairs and tables first, then the stage, podium table and speaker table. Keep the registration tables, signage and clothing racks ready before attendees arrive.
Prepare catering against the final registration count and label dietary options clearly. Set out coffee machines, kettles, thermos flasks, water glasses and buffet trays early enough to refill without interrupting sessions.

Frequently asked questions

How far in advance should I invite speakers for an industry conference?: Invite speakers at least 8 to 12 weeks before the conference. Confirm their session, timing, title and technical needs before you publish the final programme.
When should I close registration for an industry conference?: Close registration 3 to 5 working days before the event if you are printing badges and arranging catering. This gives you time to process registrations, check dietary requirements and print the attendee list.
How early should I test conference AV equipment?: Complete the room test at least 2 hours before attendees arrive, then test each presentation and microphone again during setup. Bring HDMI cables, adapter cables, power strips and extension cords rather than relying on one connection.
How many name badges should I print for a conference?: Print one badge for every confirmed attendee and speaker, plus 5 to 10 blank badges for spelling corrections, replacements and late registrations. Check the final attendee data before printing.

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.