Innovation Summit checklist: what to arrange and when

An Innovation Summit needs more than a venue and a programme. You have to line up speakers, registration, dietary information, catering, presentation files and technical support early enough for problems to be fixed. This checklist covers the full run-up, from setting the date and approaching speakers to printing badges and testing the projector, microphones and presentation laptop. Use it to keep decisions in sequence and prevent last-minute gaps at the reception desk, in the room and backstage.

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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

Reserve venue
Set the date and program
2 people
Approach speakers
2 people
Confirm speakers
Collect presentation titles
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve technical supplier
Gather parking information
Update the program website
Design name badges
Design program leaflets
Send speaker information
Request presentations
Print name badges
2 people
Print program leaflets
2 people
Check participant list
Send dietary list to caterer
Schedule technical rehearsal
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Collect speaker presentations
Prepare the registration desk
2 people
Set up tables and chairs
4 people
Set up stage and speaking area
3 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test microphones
2 people
Test presentations
2 people
Prepare registration materials
2 people
Sort name tags
2 people
Set up coffee station
2 people
Set up buffet and drinks tables
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Welcome speakers
2 people
Give a speaker briefing
2 people
Register participants
4 people
Serve welcome drinks
3 people
Guide the opening
2 people
Facilitate presentations
2 people
Refill drinks
2 people
Serve coffee break
3 people
Refill snacks
2 people
Moderate the Q&A
2 people
Facilitate breakout sessions
5 people
Open the dinner buffet
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Support the evening program
2 people
Host the networking drinks reception
3 people
Announce the final round
See off guests
2 people

Aftercare

Secure presentations
Clear away food and drinks
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Dismantle the technical setup
3 people
Put furniture back
4 people
Pack up materials
2 people
Check leftovers
2 people
Return borrowed items
2 people
Hand over the venue
2 people
Send thank-you message
Share photos and presentations
Check invoices

What to bring

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

Furniture

Reception desk
Foldable tablesqty 18
Chairsqty 170
Speaker table
Bar stoolsqty 12
Buffet tablesqty 6
Changing room rackqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
Presentation clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Power stripsqty 8
Extension cordsqty 8
Wi-Fi hotspot

Tableware

Wine glassesqty 180
Water glassesqty 180
Coffee cupsqty 180
Platesqty 180
Cutlery setsqty 180
Coffee spoonsqty 180
Serving plattersqty 16
Serving tongsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving traysqty 8

Decorations

Name badgesqty 180
Badge holdersqty 180
Program leafletsqty 180
Pensqty 180
Notepadsqty 180
Table runnersqty 12
Flower arrangementsqty 8
Directional signsqty 12
Speaker name badgesqty 12

Lighting

LED spotlightsqty 8
Mood lightingqty 6

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Broom and dustpanqty 3
Mop headsqty 3
Microfiber clothsqty 20
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and draft the programme before approaching speakers. Once speakers confirm, collect their presentation titles and request their slides early enough to build the final running order.
Open registration as soon as the venue, date and programme are stable. Review registrations regularly, record dietary requirements, and send the final dietary list to the caterer before the event.
Reserve the technical supplier well before the summit and schedule a technical rehearsal. Test the projector, screen, laptop, HDMI cables, clicker, wireless microphones, mixer, speakers and power extensions together—not separately.
Prepare printed materials only after the programme and participant list are checked. Print name badges and programme leaflets with enough time to correct spelling, speaker changes or late registrations.
Do a final equipment and supply check before shopping or collecting materials. Count the reception furniture, tables and chairs, tableware, coffee machines, kettles and thermos flasks against the room layout and catering plan.

Frequently asked questions

How far in advance should I plan an Innovation Summit?: Start at least 12 to 16 weeks ahead for a summit with several speakers. Reserve the venue and set the date first, then allow time for speaker confirmations, registration, catering and technical preparation.
When should speakers confirm their participation?: Aim to have speaker confirmations 8 to 10 weeks before the summit. Collect presentation titles immediately afterward and request final presentations no later than 7 to 10 days before the event.
When should I close Innovation Summit registration?: Close registration 3 to 5 days before the summit if catering numbers and name badges depend on the final list. Check the participant list and send dietary requirements to the caterer as soon as registration closes.
How early should the technical rehearsal take place?: Schedule the technical rehearsal 1 to 2 days before the summit, or at least several hours before the first session if the venue allows no earlier access. Test every presentation, microphone, cable, screen and backup connection during the rehearsal.

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.