Networking conference checklist

A networking conference depends on more than a good speaker line-up. You need a clear programme, a registration process that captures dietary requirements, and a room that works for both presentations and conversations. This checklist covers the full run-up, from setting the date and booking the venue to testing presentations, preparing name badges and chilling drinks. Use it to see what needs to happen early, what can wait, and what is commonly left until the last 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
Reserve venue
Approach speakers
2 people
Confirm speakers final
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Check registrations
Send reminder
Print the program
Print name badges
Print participant list
Collect speaker information
Collect presentations
Test presentations
2 people
Book catering
Reserve equipment
Reserve furniture
Sort badges
2 people
Prepare welcome packs
2 people
Do the shopping
2 people
Fill coolers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set aside dietary products
Set up the registration table
2 people
Set up tables
3 people
Set up chairs
3 people
Set up network tables
2 people
Set up the stage area
2 people
Connect the projector
2 people
Set up screen
2 people
Test microphones
2 people
Connect the presentation laptop
Check the lighting
Hang decorations
2 people
Place route signs
Check toilets
Place waste stations
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Lead opening speech
2 people
Announce the speaker
Run the presentation
Pass around the microphone
Set up coffee break
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Facilitate networking sessions
3 people
Collect contact details
2 people
Set up buffet
4 people
Serve the buffet
4 people
Mark diet buffet
Collect tableware
2 people
Moderate the panel discussion
2 people
Collect questions from the audience
Prepare the closing drinks reception
3 people
Serve snacks
3 people
Finalize attendance list
Thank speakers
2 people
Announce the final round
Check out participants
2 people

Aftercare

Switch off the equipment
2 people
Chill leftovers
2 people
Wash dishes
3 people
Collect waste
2 people
Take down tables and chairs
4 people
Remove decorations
2 people
Clean the venue
3 people
Clean the restrooms
2 people
Gather borrowed materials
2 people
Return equipment
2 people
Return furniture
2 people
Store remaining supplies
2 people
Send thank-you message
Send out presentations
Share the contact list

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
High tablesqty 10
Registration desk
Speaker table
Coat racksqty 3

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Cutlery setsqty 100
Coffee potsqty 4
Water carafesqty 12
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Coolersqty 4
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Bread knivesqty 2
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 6
Bottle openersqty 4
Corkscrewsqty 3
Ice bucketsqty 4

Decorations

Name badge holdersqty 90
Name badgesqty 90
Table runnersqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Notice boardsqty 4
Pensqty 100
Notepadsqty 90

Lighting

LED lampsqty 8
Atmospheric lanternsqty 10

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and programme before approaching speakers, then confirm the final speaker list before sending invitations. This gives attendees a reliable agenda instead of a series of provisional session details.
Open registration as soon as the venue, programme basics and speakers are sufficiently confirmed. Review registrations regularly and collect dietary requirements before booking the final catering numbers.
Plan the registration area separately from the presentation setup. A registration desk, sorted name badges and a printed participant list should be ready before doors open, so arrivals do not block the entrance.
Test every presentation on the actual presentation laptop and projector before the conference. Check HDMI cables, the clicker, microphones, speakers, mixer and extension cords rather than assuming compatible equipment will work.
Prepare hospitality the day before where possible: chill drinks, fill coolers, arrange coffee pots and thermos flasks, and set out serving platters, tongs, cups, glasses, plates and cutlery. This prevents shopping, preparation and room setup from competing for time on the morning itself.

Frequently asked questions

How early should I start organising a networking conference?: Start at least 12 weeks before the conference if you need an external venue and several speakers. Set the date and programme first, then allow time for speaker confirmation, invitations, registration and catering numbers.
When should I send networking conference invitations?: Send invitations as soon as the date, venue and core programme are confirmed, ideally 6 to 8 weeks ahead. Keep registration open long enough to process responses and collect dietary requirements before the catering deadline.
When should I print name badges and the participant list?: Print them 1 to 2 days before the conference, after checking registrations and sorting the badges. Keep a small supply of blank badges for late changes or walk-in participants.
How long before the event should I test conference presentations and equipment?: Run a full technical test at least 24 hours before the event, using the presentation laptop, projector, screen, microphones and sound system. Test the first presentation again before doors open in case cables or settings changed.

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.