Leadership conference checklist

A leadership conference depends on many small handovers: speakers need to submit presentations, attendees need clear registration and parking details, and the room must be ready before the first arrival. This checklist covers the full planning sequence, from setting the date and reserving the venue to testing presentations and opening registration. Use it to track the 78 tasks and 54 items in the plan, and pay particular attention to deadlines that are easy to leave until the final week.

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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 venue
Confirm speakers
2 people
Request presentations
Send invitations
2 people
Process registrations
2 people
Send registration confirmations
Collect dietary requirements
Send parking information
Prepare name badges
2 people
Print participant list
Print the program
Print worksheets
Send speaker briefing
Order catering final
Reserve equipment
Test presentations
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
4 people
Open venue
2 people
Check rooms
2 people
Set up chairs
4 people
Set up tables
3 people
Set up registration desk
2 people
Lay out name badges
Set up the stage and speaking area
3 people
Connect the projector
2 people
Connect the sound system
2 people
Test microphones
2 people
Check the lighting and power
2 people
Set up presentation laptop
Set up flip charts
Set up coffee station
2 people
Set up buffet
4 people
Hang up decorations
2 people
Put up route signs
Briefing for reception team
4 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve coffee and tea
3 people
Deliver the opening presentation
2 people
Guide speakers
2 people
Play presentations
Manage microphones
Monitor time per session
Collect questions from the audience
2 people
Refill drinks
2 people
Set up coffee break
3 people
Clear up after the coffee break
2 people
Convert the workshop rooms
4 people
Hand out worksheets
2 people
Replenish workshop materials
2 people
Open the dinner buffet
3 people
Serve the dinner buffet
5 people
Refill buffet
3 people
Clear away dishes
3 people
Set up networking area
3 people
Deliver the closing presentation
2 people
Serve the networking drinks reception
4 people
Top up drinks and snacks
3 people
See participants off
2 people

Aftercare

Collect lost and found items
2 people
Pack leftovers safely
3 people
Take down the buffet
4 people
Switch off equipment
2 people
Dismantle technical equipment
3 people
Clear away chairs and tables
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Lock up the venue
2 people
Return rented items
2 people
Sort leftover materials
2 people
Thank participants
Provide presentations
Check invoices

What to bring

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

Furniture

Chairsqty 110
Congress tablesqty 14
Registration desk
Speaker table
Bar stoolsqty 8
Coat racksqty 4

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Flip chartsqty 4
Extension cordsqty 8
Power stripsqty 8
HDMI adaptersqty 3
Spare batteriesqty 12

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 140
Cutlery setsqty 140
Serving plattersqty 16
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 8
Food warmersqty 8
Pliersqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 120
Badge holdersqty 120
Route signsqty 8
Welcome banner
Pensqty 130
Notepadsqty 120
Program leafletsqty 120
Worksheetsqty 120
Table numbersqty 14

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the program and confirm speakers before sending invitations. Request presentations and speaker requirements early enough to test every file on the presentation laptop at least one day before the conference.
Close registration several days before the event so you can print an accurate participant list and name badges, collect dietary requirements, and send final parking information.
Place the final catering order only after registration numbers and dietary requirements are checked. Also confirm quantities of coffee cups, water glasses, plates, cutlery, and serving equipment.
Reserve technical equipment in advance, including the projector, screen, microphones, mixer, speakers, clicker, HDMI adapters, extension cords, and power strips. Keep spare batteries available at the registration desk or speaker table.
Open the venue at least 2 hours before the first attendee arrives. Check each room, arrange chairs and congress tables, set up the registration desk, chill drinks, and run a complete presentation and microphone test.

Frequently asked questions

How far in advance should I start planning a leadership conference?: Start at least 8 to 12 weeks before the conference. Set the date, reserve the venue, confirm speakers, and outline the program first; invitations and registration can follow once those details are stable.
When should speakers submit their presentations?: Ask for final presentations 5 to 7 days before the event. This leaves time to test each file, check video or audio, load the presentation laptop, and resolve missing fonts or HDMI adapter issues.
When should I finalize catering for a leadership conference?: Finalize the catering order 3 to 5 business days before the conference, after registration has closed. Use the final attendee count and dietary requirements, then confirm coffee, water, drinks, plates, cutlery, and serving items.
How early should the venue be opened on conference day?: Open the venue at least 2 hours before the first arrival, or 3 hours if several rooms and microphones need setup. Use that time to arrange seating, prepare the registration desk, check signage and equipment, and test presentations.

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