Marketing Conference Checklist: What to Arrange and When

A marketing conference depends on many small handoffs: the venue needs the final headcount, speakers need a clear briefing, and the AV setup must be tested before attendees arrive. Use this checklist to work from the date and program through registration, catering, presentations and room setup. It also helps you catch commonly missed details, such as dietary requirements, parking information, presentation backups and enough power for laptops and microphones.

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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
Send invitations
2 people
Open the registration form
Publish promotional campaign
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Reserve equipment
Send parking information
Publish the program online
Design name badges
Collect presentations
Check presentations
2 people
Print handouts
2 people
Update visitor list
Send speaker briefing
Share catering numbers
Do the shopping
2 people
Bring materials to the venue
3 people
Open venue
2 people
Set up registration desk
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the stage
3 people
Set up speaker room
2 people
Hang up signage
2 people
Lay out badges
2 people
Lay out handouts
2 people
Set up the coffee corner
2 people
Chill drinks
2 people
Prepare snacks
3 people
Build the catering buffet
3 people
Connect the projector
2 people
Set up presentations
2 people
Test microphones
2 people
Test Wi-Fi and power
2 people
Briefing for reception team
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Announce the speakers
Present presentations
2 people
Refill drinks
2 people
Restock break snacks
2 people
Collect questions from the audience
2 people
Set up lunch buffet
3 people
Serve dinner buffet
4 people
Serve diet meals
2 people
Collect tableware
2 people
Support the evening program
2 people
Facilitate the networking session
3 people
Serve the last drinks
3 people
Wave goodbye to visitors
3 people

Aftercare

Switch off equipment
2 people
Catering breakdown
3 people
Collect waste
3 people
Wash dishes
3 people
Put furniture back
3 people
Remove decorations
2 people
Clean the venue
3 people
Load materials
3 people
Return rental items
2 people
Store leftover stock
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

Conference chairsqty 110
Tablesqty 14
High tablesqty 10
Registration deskqty 2
Speaker chairsqty 6
Stage sectionsqty 4
Lectern
Coat racksqty 2

Equipment

Projectorqty 2
Projection screensqty 2
Presentation laptopsqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clickersqty 2
Extension cordsqty 6
Power stripsqty 10
Usb sticksqty 6
Wi-Fi router
Laptop chargersqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Dinner cutlery setsqty 120
Serving spoonsqty 12
Coffee spoonsqty 120
Serving traysqty 12
Water carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 12
Serving bowlsqty 12
Thermometerqty 2

Decorations

Name card holdersqty 110
Congress badgesqty 110
Tableclothsqty 14
Stage backdrop
Signage boardsqty 10
Program bannersqty 4
Flower arrangementsqty 8
Pen holdersqty 12

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Cleaning

Waste binsqty 10
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date and program before approaching speakers, then confirm each speaker in writing. Send the speaker briefing and request final presentations early enough to check every file on the presentation laptop before the event.
Close registration numbers before sharing catering quantities. Collect dietary requirements during registration and give the caterer the confirmed headcount rather than estimating from invitation numbers.
Test the complete AV chain at the venue, not just the projector: presentation laptop, projection screens, wireless microphones, mixer, speakers, clickers, extension cords and power strips all need to work together.
Prepare the registration desk before doors open with the updated visitor list and printed name badges. Keep spare badges and a USB stick with the checked presentations at the desk or lectern.
Walk through the room setup at least 60 minutes before arrival. Check conference chairs, tables, stage sections, lectern, speaker chairs, coat racks, water glasses and clear routes to registration and seating.

Frequently asked questions

How far in advance should I start planning a marketing conference?: Start at least 12 weeks before the conference if you need a venue, multiple speakers and a registration campaign. Set the date and program first, then allow several weeks to confirm speakers, open registration and publish promotion.
When should I confirm catering numbers for a marketing conference?: Send the confirmed numbers and dietary requirements to the caterer 5 to 7 days before the event. Keep registration open only if the caterer can still adjust quantities without a last-minute shortage.
When should speakers submit their presentations?: Ask for final presentations at least 3 business days before the conference. Check every file on the event laptop, copy the approved versions to a USB stick and keep one backup available at the lectern.
How early should I set up the conference venue?: Open the venue at least 2 hours before attendees arrive, with the registration desk and room layout ready 60 minutes beforehand. Use the remaining time to test microphones, projection, Wi-Fi, power and presentation changes.

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.