Industry conference checklist

An industry conference depends on many small handoffs: speakers must confirm, registrations must be processed, and presentations must work before the first attendee arrives. Plan the program and invitations first, then collect dietary requirements, speaker details and presentations while registration is open. In the final days, check the venue, confirm catering and test every connection from the laptop to the projector, screen and sound system. This checklist keeps preparation, room setup and event-day tasks in sequence.

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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
Collect speaker information
2 people
Collect dietary requirements
2 people
Process registrations
2 people
Prepare name badges
2 people
Print program leaflets
Collect presentations
Test the equipment
2 people
Order catering
Collect materials
2 people
Do the shopping
3 people
Check the venue
2 people

Event

Set up the 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 area
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Set up presentations
Set up lighting
Set up coffee station
2 people
Set up buffet
3 people
Chill drinks
2 people
Lay out name badges
2 people
Lay out program brochures
Provide the speaker briefing
2 people
Brief the registration team
Register arrivals
4 people
Serve welcome drinks
3 people
Guide the opening
2 people
Provide technical support for presentations
2 people
Operate microphones
Set up coffee break
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Serve dinner buffet
5 people
Collect used dishes
3 people
Facilitate networking sessions
3 people
Moderate audience Q&A
Support the evening program
2 people
Serve the last round
3 people
See off guests
2 people

Aftercare

Store presentations securely
Switch off equipment
2 people
Remove decorations
3 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Clear away buffet leftovers
2 people
Sort waste
2 people
Clean the room
3 people
Clean coffee station
2 people
Check toilets
Return materials
2 people
Return rental items
2 people
Keep lost and found items
Send thank-you message
Archive participant list

What to bring

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

Furniture

Chairsqty 120
Rectangular tablesqty 18
Bistro tablesqty 12
Registration deskqty 2
Lectern
Table linenqty 24

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 8
Presentation clickerqty 2
Flip chartsqty 4
Flipchart markersqty 20
Laser pointerqty 2
Power banksqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Coffee spoonsqty 120
Dinner cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 10
Serving spoonsqty 8
Measuring cupsqty 3
Aluminum foilqty 2

Decorations

Name badge holdersqty 120
Name badgesqty 130
Program leafletsqty 120
Pensqty 130
Notepadsqty 120
Directional signsqty 12
Table number cardsqty 24
Flower arrangementsqty 12
Lanyardsqty 130

Lighting

Atmosphere lightsqty 10
LED candlesqty 24

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3

Catering

Groceries

Tips

Close the program before opening registration, so invitations show confirmed session times and speakers. Keep a final version for the printed program leaflets and a separate working copy for last-minute changes.
Set a firm deadline for speaker information, dietary requirements and presentations—at least 5 working days before the conference. This gives you time to prepare name badges, catering numbers and the running order.
Test the full AV chain in the actual room, not just the individual devices. Connect the laptop, HDMI adapter, projector, screen, clicker, mixer and wireless microphones, then run every presentation from start to finish.
Prepare the registration desk before doors open, with name badges arranged alphabetically and the registration list ready. Put power banks, spare HDMI cables, adapters and extension cords where the registration and technical teams can reach them quickly.
Set the room in stages: furniture and table linen first, stage and lectern next, then chairs, lighting and presentation equipment. Set up the coffee station and tableware only after the main movement through the room is clear.

Frequently asked questions

How far in advance should I plan an industry conference?: Start the program, speaker confirmations and venue checks at least 8 to 12 weeks before the conference. Open registration once the core schedule and speakers are confirmed, then use the final 5 working days for attendee details, presentations and catering numbers.
When should I send invitations for an industry conference?: Send the first invitation 6 to 8 weeks before the event, with the registration form already open. Send a reminder about 2 weeks before the conference and a final practical message 2 to 3 days beforehand.
How many microphones do I need for an industry conference?: Plan one microphone for the lectern and one wireless microphone for each active panel or discussion position, plus at least one spare if the program includes audience questions. Test all microphones with the mixer and speakers in the conference room before guests arrive.
When should catering numbers be confirmed for a conference?: Give the caterer an initial estimate when registration opens and confirm the final number 3 to 5 working days before the conference. Base the order on processed registrations and include the dietary requirements collected by your deadline.

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.