Logistics conference checklist

A logistics conference needs more than a confirmed venue and a speaker list. You must coordinate registration, dietary requirements, presentations, catering, room layout, signage, and audiovisual equipment against one schedule. Start with the programme and suppliers, then open registration early enough to collect attendee details and presentation files. In the final week, check every technical item and print the materials people need on arrival. This checklist gives you a practical order for preparing the conference and setting up the venue on the day.

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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
Confirm speakers and topics
2 people
Reserve the venue and hall
Book catering
Reserve audiovisual equipment
Send invitations
2 people
Open the registration form
Collect speaker information
Collect presentations
Process registrations
2 people
Collect dietary requirements
Send confirmation to participants
Prepare name badges
2 people
Print participant list
Print programs
Send route and parking information
Do the shopping
2 people
Check catering order
Check presentations technically
2 people
Bring materials to the venue
2 people
Check the hall floor and entrance
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set out presentation materials
2 people
Connect the projector and screen
2 people
Test microphones
2 people
Run through presentations
2 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Set out snacks and lunch
3 people
Label diet meals separately
2 people
Hang up signage
2 people
Hang up decorations
2 people
Check lighting and temperature

Event

Staff the registration desk
3 people
Welcome participants
2 people
Serve coffee and tea
2 people
Guide the opening presentation
2 people
Provide technical support for speakers
2 people
Refill break drinks
2 people
Serve break snacks
3 people
Clear away trash during the break
2 people
Moderate panel discussion
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Refill the buffet and drinks
3 people
Collect dishes and glasses
3 people
Provide technical support for the evening program
2 people
Refill drinks
2 people
Register final questions
Announce the closing
See participants off
2 people

Aftercare

Switch off equipment
2 people
Chill leftover catering
2 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Collect and sort waste
3 people
Clean the hall and entrance
3 people
Remove decorations
2 people
Pack materials
2 people
Return borrowed items
2 people
Collect invoices and receipts
Send a thank-you message to the speakers
Send recording and presentation links

What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 14
Registration desk
Buffet tablesqty 4
Speaker chairsqty 6
Stoolsqty 4
Coat racksqty 3

Registration

Name badge holdersqty 110
Lanyardsqty 110
Clipboardsqty 4
Desk pensqty 12
Badge traysqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2

Kitchen

Coffee machinesqty 3
Thermos flasksqty 8
Water jugsqty 12
Coolersqty 4
Ice containersqty 3

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Name badgesqty 8
Directional signsqty 10

Lighting

LED string lightsqty 4
Standing lampsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Lock the date, programme, speakers, and venue before opening registration. Aim to have the main programme confirmed at least 8 weeks before the conference so invitations and the registration form contain reliable information.
Open registration as soon as the agenda and location are stable, and close dietary-requirement collection at least 7 days before the event. Send a confirmation with the route, parking details, start time, and any arrival instructions.
Request speaker information and presentation files no later than 5 working days before the conference. Test every presentation on the event laptop, including videos, fonts, aspect ratio, HDMI connections, and the presentation clicker.
Plan the room for the actual flow of people, not just the seating count. Leave clear access to the registration table, buffet tables, coat racks, microphones, power strips, and extension cords, and keep a few spare seats available.
Prepare registration materials in batches before setup: name badges, lanyards, badge holders, clipboards, pens, the participant list, and printed programmes. Set up the registration desk before checking the presentation area so arrivals can be handled immediately.

Frequently asked questions

How far in advance should I start planning a logistics conference?: Start at least 8 weeks before the conference. Use the first weeks to confirm the date, programme, speakers, venue, catering, audiovisual equipment, and registration process; leave the final 7 days for confirmations and operational checks.
When should I collect dietary requirements for a conference?: Ask for dietary requirements during registration and set a deadline 7 days before the event. Send the final count to catering after that deadline, then check the delivered food and labels when the order arrives.
When should speakers submit their presentations?: Set the submission deadline at least 5 working days before the conference. Test the files on the presentation laptop before the event and keep the final versions together so the person running the programme can access them quickly.
What should I check at the conference venue on the day?: Allow at least 2 hours before attendee arrival for setup and checks. Inspect the entrance and floor, arrange tables and chairs, test the projector, screen, microphones, speakers, mixer, HDMI cables, extension cords, and power strips, and place registration materials before doors open.

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.