Industry conference checklist: what to arrange and when

An industry conference depends on many small handoffs: speakers need briefing, registration data must reach catering, and presentation equipment has to work before guests arrive. Use this checklist to keep the planning sequence clear, from setting the date and booking rooms to inspecting the hall and foyer. Pay particular attention to dietary requirements, presentation files, name badges and cables—these are easy to leave until the final week. The plan covers the full preparation, event-day setup and essential supplies.

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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
Confirm speakers
Collect presentation titles
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Answer participants' questions
Prepare name badges
2 people
Check participant list
Order catering
Order drinks
Reserve equipment
Collect presentations
Print the program
2 people
Print route signs
Prepare welcome packs
3 people
Do the shopping
2 people
Chill drinks
2 people
Confirm catering
Send speaker briefing
Open venue
2 people
Inspect hall and foyer
2 people
Set up the registration desk
2 people
Set up tables and chairs
4 people
Set up stage area
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Test presentations
2 people
Prepare the technical manual
Hang decorations
2 people
Place route signs
2 people
Set up coffee station
2 people
Set up lunch buffet
3 people
Lay out the welcome pack
2 people

Event

Welcome speakers
2 people
Staff registration
4 people
Welcome participants
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Guide the opening presentation
2 people
Provide technical support for speakers
2 people
Keep track of the schedule
Moderate audience Q&A
Refill drinks
2 people
Provide coffee break
3 people
Restock the buffet
3 people
Serve diet meals
2 people
Oversee dinner buffet
4 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Keep track of network tables
2 people
See participants off
2 people

Aftercare

Collect lost and found items
2 people
Collect tableware
3 people
Sort waste
3 people
Clear up the rooms
4 people
Switch off equipment
2 people
Put furniture back
4 people
Clean coffee station
2 people
Check toilets
Clean the rooms
3 people
Pack leftover catering
2 people
Check rental equipment
2 people
Return rental items
2 people
Archive presentations
Send thank-you email to participants
Share photos and materials

What to bring

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

Furniture

Chairsqty 140
Tablesqty 18
Registration tablesqty 2
Bar stoolsqty 12
High tablesqty 12
Tableclothsqty 18
Stage sectionsqty 4

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3
Clickerqty 2
Laptop chargersqty 3

Tableware

Coffee cupsqty 140
Water glassesqty 180
Wine glassesqty 140
Platesqty 160
Cutlery setsqty 160
Serving spoonsqty 12
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 16
Serving traysqty 8

Decorations

Congress bannersqty 3
Name badgesqty 140
Name badge holdersqty 140
Program leafletsqty 150
Notepadsqty 140
Ballpoint pensqty 160
Directional signsqty 12
Table décorqty 18

Lighting

LED spotlightsqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 12
Dish brushesqty 4
Washing-up bowlsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, program and venue before opening registration. Confirm the main hall, breakout rooms, stage sections, seating, registration tables and catering space before sending invitations.
Set a firm deadline for speaker titles and presentation files, ideally 7–10 days before the conference. Test every file on the presentation laptop and check that HDMI, USB-C adapters, the clicker and chargers are available.
Close registration at least 3–5 working days before the event so you can check the participant list, print name badges, prepare welcome packs and give the caterer an accurate headcount, including dietary requirements.
Order catering and drinks from the final attendance estimate, then confirm delivery time and serving arrangements 2–3 days beforehand. Chill drinks in advance and check that coffee pots, thermos flasks, water jugs, glasses, cups, plates and cutlery are ready.
Inspect the hall and foyer before doors open. Check the projector, screen, microphones, speakers, mixer, extension cords and power strips, then place route signs and test the registration area before the first participant arrives.

Frequently asked questions

How far in advance should I start planning an industry conference?: Start at least 4–6 months ahead for a conference with multiple speakers, rooms and catering. Book the venue first, then confirm speakers and allow several weeks for invitations and registration.
When should I send industry conference invitations?: Send the first invitations 8–12 weeks before the event, once the date, venue and main program are confirmed. Send a reminder 2–3 weeks before registration closes.
When should I finalize catering for an industry conference?: Give the caterer a provisional estimate when registration opens, then confirm the final number 3–5 working days before the conference. Include dietary requirements and the planned serving times.
How early should AV equipment be tested at a conference?: Complete a full AV test at least 2 hours before doors open, and arrive early enough to correct faults. Test the projector, screen, microphones, speakers, mixer, presentation laptop, cables and adapters with the actual presentation files.

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.