Industry meeting checklist: what to arrange and when

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

What to bring

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

Tips

• Set the date, programme and venue before sending invitations. Keep the registration form ready at the same time, so attendees can provide dietary requirements and other details when they sign up.
• Give speakers a firm deadline for their presentations and send instructions before the meeting week. Collect the final files early enough to test every presentation on the event laptop and projector.
• Do not estimate catering from the invitation count alone. Confirm registrations and dietary requirements first, then check quantities for meals, coffee, water and tableware before placing the final order.
• Prepare the registration desk before attendees arrive: print the participant list, make name badges and place the programme where people can find it. Print route signs as well, especially if the hall is not immediately visible from the entrance.
• Test the full equipment setup in the hall, not just each item separately. Check the projector, screen, laptop, wireless microphone, speakers, extension cords, coffee machines and kettles before collecting the venue keys or receiving deliveries.

Frequently asked questions

How far in advance should I send industry meeting invitations?

Send invitations as soon as the date, venue and basic programme are confirmed, ideally 4 to 6 weeks before the meeting. Keep registration open long enough to confirm attendance and dietary requirements before final catering numbers are due.

When should I confirm speakers for an industry meeting?

Confirm speakers at least 4 weeks before the meeting and request their presentations 7 to 10 days beforehand. That gives you time to check file formats, test the slides and resolve missing materials without changing the programme.

How many name badges and printed programmes do I need?

Prepare one name badge for every confirmed participant, speaker and organiser, plus 5 to 10 spare badges for late changes. Print the programme for the same group and keep a small extra stack at the registration desk.

When should I test the equipment at the venue?

Test the projector, screen, laptop, microphone and speakers during the final setup, at least 2 hours before the first arrival. Leave additional time if the venue uses unfamiliar connections or if presentations come from several speakers.