Management conference checklist: what to arrange and when

A management conference needs more than a confirmed venue and a strong program. You also need a reliable registration process, speaker deadlines, dietary information, hotel rooms, presentation files and tested technical equipment. Use the plan in order: set the date and program first, then confirm people and suppliers, and leave enough time for printing and room setup. On the day itself, check the registration desk, seating, stage, projector and microphones before participants arrive.

Organize this event for free with Lizzt

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
Book catering
Confirm speakers
2 people
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Reserve hotel rooms
Assess technical requirements
2 people
Collect presentations
Finalize the program
2 people
Prepare name badges
2 people
Print participant list
Send speaker briefing
Do the shopping
2 people
Bring materials to the venue
2 people
Check rooms
2 people
Set up registration desk
2 people
Set up chairs
3 people
Set up tables
3 people
Set up the stage and podium table
3 people
Connect the projector
2 people
Test microphones
2 people
Test presentations
2 people
Prepare registration materials
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set up lunch buffet
3 people

Event

Welcome speakers
2 people
Register participants
3 people
Serve welcome coffee
2 people
Guide the opening presentation
2 people
Monitor the schedule
Provide technical support for presentations
2 people
Refill drinks
2 people
Serve coffee break
3 people
Distribute workshop materials
2 people
Pass around the microphones
2 people
Collect questions from the audience
Set up the dinner buffet
4 people
Serve dinner
4 people
Clear tables
3 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Moderate closing presentation
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clean up the rooms
4 people
Clean surfaces
2 people
Put furniture back
3 people
Do final venue inspection
2 people
Return materials
2 people
Return borrowed equipment
Clear away leftover catering
2 people
Send thank-you message
Share presentations

What to bring

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

Furniture

Chairsqty 90
Tablesqty 14
Registration desk
Speaker table
Stage

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone stand
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 6
Extension cordsqty 6
Presentation clickerqty 2
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Buffet traysqty 10
Pliersqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Ice cube traysqty 4

Decorations

Name card holdersqty 90
Table numbersqty 10
Flower arrangementsqty 8
Welcome sign
Program postersqty 6

Office supplies

Name badgesqty 90
Program leafletsqty 100
Pensqty 100
Notepadsqty 100
Markersqty 12
Flipchart padsqty 4
Sticky notesqty 12
Badge clipsqty 100
Envelopesqty 100

Cleaning

Waste binsqty 8
Bucketsqty 3
Broom and dustpanqty 2
Floor squeegeesqty 2
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the date, program and venue before opening registration. Allow at least 8 weeks for a conference with external speakers, especially if hotel rooms and catering are involved.
Give speakers a clear deadline for presentations and briefing details. Collect final files at least 3 working days before the conference so the laptop, projector, HDMI adapters and clicker can be tested together.
Close the first registration review 2 weeks before the event. Use that point to confirm dietary requirements, update the participant list, prepare name badges and adjust catering numbers.
Treat coffee and water as continuous service rather than a single delivery. Check coffee machines, kettles, thermos flasks, water glasses, serving trays and coolers before the first break and before dinner service.
Complete the room and AV check at least 90 minutes before guests arrive. Test every wireless microphone, connect the projector, check the projection screen, secure power strips and extension cords, and keep spare power banks available.

Frequently asked questions

How far in advance should I plan a management conference?: Start at least 8 weeks before the conference. Use the first 2 weeks to set the date, reserve the venue, shape the program and confirm speakers; keep the final week for printing, shopping and venue checks.
When should I send management conference invitations?: Send invitations 6 to 8 weeks before the event, once the date, venue and main program are confirmed. Keep registration open until about 2 weeks before the conference so you can process attendance and dietary requirements.
When should speakers submit their presentations?: Request final presentations at least 3 working days before the conference. This gives you time to load them onto the laptop, test the projector and projection screen, and resolve missing fonts, adapters or video files.
How early should I set up the conference room?: Begin room setup at least 2 hours before participants arrive and finish the technical test 90 minutes beforehand. Arrange chairs, tables, the registration desk, stage and speaker table before testing microphones and projection.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!