Network conference checklist

A network conference depends on dozens of small hand-offs: speakers need clear instructions, registrations need processing, and the room must work for both presentations and conversation. Start with the date, audience and venue, then build the programme and confirm every supplier. In the final week, focus on dietary requirements, name badges, presentations, parking details and deliveries. This checklist keeps the planning sequence visible, including the practical items people often arrange too late, such as microphones, Wi-Fi, chilled drinks and table layouts.

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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 target audience
2 people
Reserve venue
Book catering
Reserve equipment
Compile program
2 people
Confirm speakers
Send speaker information
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Design name badges
Print name badges
2 people
Check participant list
2 people
Print the program
Collect presentations
Check presentations
2 people
Prepare discussion cards
2 people
Create the table layout
Confirm deliveries
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Label catering boxes
2 people
Collect materials
3 people

Event

Open venue
2 people
Unload equipment
3 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Install stage backdrop
2 people
Hang up signage
2 people
Set up decorations
2 people
Load presentations
2 people
Test microphones
2 people
Test the display screen
2 people
Prepare Wi-Fi information
Set up coffee station
3 people
Set up the buffet
4 people
Brief the registration team
2 people
Welcome speakers
2 people
Register participants
3 people
Serve welcome drinks
3 people
Guide the opening presentation
2 people
Serve coffee break
4 people
Refill drinks
2 people
Guide speakers
2 people
Monitor the schedule
Swap microphones
Guide networking tables
4 people
Distribute snacks
3 people
Open the dinner buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Clear away dishes
3 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
4 people
Empty trash bins
2 people
See off the last visitors
2 people

Aftercare

Switch off the equipment
2 people
Tear down the buffet
4 people
Collect tableware
3 people
Dismantle tables and chairs
5 people
Remove decorations
2 people
Remove signage
2 people
Collect waste
3 people
Clean the venue
4 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Lock up the venue
Send thank-you message

What to bring

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

Furniture

Rectangular tablesqty 10
High tablesqty 8
Chairsqty 90
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Coat racksqty 3

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 15
Serving tongsqty 8

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Laptop
HDMI cablesqty 3
Extension cordsqty 5
Power stripsqty 5
Presentation clickerqty 2
Wi-Fi router
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Coffee filtersqty 100
Cutting boardsqty 4
Chef's knivesqty 4
Serving knivesqty 4
Measuring cupsqty 2
Small bowlsqty 12
Bottle openersqty 4
Wine openersqty 4
Ice cube traysqty 4

Decorations

Tablecloth setsqty 10
Name card holdersqty 90
Flower arrangementsqty 10
Logo backdrop
Balloon archesqty 2
Table decorationsqty 10
Directional signsqty 8
Name badge holdersqty 90

Lighting

Atmosphere lightsqty 10
LED string lightsqty 4
Battery lampsqty 12

Catering

Groceries

Office supplies

Program flyersqty 100
Name badgesqty 100
Ballpoint pensqty 100
Notepadsqty 100
Conversation cardsqty 100
Paper tapeqty 6
Permanent markersqty 12
Clipboardsqty 4
Name stickersqty 120
Envelopesqty 100

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 8
Hand sanitizer holdersqty 6

Clothing

Service ribbonsqty 8
Apronsqty 8

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Tips

Set the date and reserve the venue before inviting speakers or opening registration. Check that the room can fit rectangular tables, high tables, chairs, a registration desk and coat racks without blocking movement.
Confirm speakers at least four weeks before the conference and send their arrival time, presentation deadline, parking information and technical requirements in one message. Collect all presentations before the event so they can be checked on the laptop and projector.
Close or review registrations several days before the event and turn dietary requirements into a clear catering count. Prepare name badges and the participant list together, then keep a small number of blank badges for last-minute changes.
Test the full presentation setup before guests arrive: projector, screen, wireless microphones, speakers, audio mixer, HDMI cables, extension cords, power strips and presentation clicker. Keep a backup laptop and confirm the Wi-Fi router works where speakers and organisers need it.
Plan the final delivery and food checks for the day before or event morning. Chill drinks in coolers, prepare snacks, label catering boxes and check that coffee machines, cups, glasses, plates, cutlery, serving platters and tongs are ready at the correct tables.

Frequently asked questions

How far in advance should I organise a network conference?: Begin at least 8 to 12 weeks ahead. Reserve the venue and catering first, then confirm speakers, open registration and complete the technical and room-layout checks during the final 7 days.
When should I send network conference invitations?: Send the first invitations about 6 weeks before the event, once the date, venue and main programme are confirmed. Send a reminder 7 to 10 days before registration closes, including parking information and the deadline for dietary requirements.
When should speakers submit their presentations?: Set the submission deadline 5 to 7 days before the conference. Check every file on the event laptop and projector before the day, rather than discovering incompatible formats during the opening session.
How many microphones do I need for a network conference?: Plan one wireless microphone for the main speaker and one additional microphone for questions or panel discussion. Test both with the speakers, stands, audio mixer and room speakers at least 60 minutes before registration opens.

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.