Partner conference checklist

A partner conference runs smoothly when the practical details are fixed before guests arrive. Set the date and programme first, then secure the venue, speakers, registrations and catering in that order. In the final week, confirm dietary requirements, presentations, badges and printed programmes. On the day, allow time to arrange the room, test the projector, microphones, WiFi and power, and prepare the registration desk before the first attendee arrives.

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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 the venue and hall
Send invitations
2 people
Open the registration form
Confirm speakers
Collect presentations
Process registrations
2 people
Collect dietary requirements
Order catering
Check equipment
2 people
Make name badges
2 people
Print programs
Send directions
Buy groceries
2 people
Confirm catering and dietary meals
Set out the room layout
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the stage table
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Test presentations
2 people
Check WiFi and power
Lay out name badges
2 people
Lay out the programs
Prepare coffee and tea
2 people
Chill drinks
2 people
Set up lunch buffet
3 people
Prepare the evening buffet
3 people
Brief the registration team

Event

Welcome speakers
2 people
Register guests
3 people
Serve welcome coffee
2 people
Guide the opening presentation
2 people
Provide technical support for speakers
2 people
Refill drinks
2 people
Serve snacks during the break
3 people
Clear up after the coffee break
2 people
Serve lunch buffet
3 people
Serve diet meals
2 people
Clear tables during the event
3 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Serve the evening buffet
4 people
Replenish name badges
Empty trash bins
2 people
See off guests and manage departure
2 people

Aftercare

Collect tableware
3 people
Chill and label leftovers
2 people
Switch off equipment
2 people
Take down tables and chairs
4 people
Remove decorations
2 people
Sort and remove waste
3 people
Clean the room
3 people
Check and clean the sanitary facilities
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Archive participant list
Send thank-you message

What to bring

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

Furniture

Conference tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 4
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
WiFi hotspot

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 75
Water glassesqty 90
Wine glassesqty 75
Coffee spoonsqty 75
Cutlery setsqty 75

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving spoonsqty 8
Cutting boardsqty 3
Chef's knifeqty 3
Food containersqty 12

Decorations

Tableclothsqty 14
Name badgesqty 70
Name badge holdersqty 70
Pensqty 80
Notepadsqty 70
Program leafletsqty 70
Table floral arrangementsqty 10
Directional signsqty 8
Arrow stickersqty 20

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Lighting

Standing lampsqty 4
String lightsqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Keep the registration form open long enough to collect attendee details, dietary requirements and any final changes before catering is ordered.
Confirm speakers early and set a clear deadline for presentations. Collect the final files before the conference day, then test every presentation on the event laptop and projector.
Plan registration materials for the first arrival, not the first session. Arrange name badges, printed programmes, directions and a staffed registration desk before attendees enter the room.
Check the technical setup in the actual room at least once before the event. Test the projector, screen, HDMI cables, microphones, speakers, mixer, WiFi hotspot, extension cords and power strips together.
Finish the room and catering setup before registration opens. Position tables, chairs, the stage table and buffet tables, then confirm dietary meals and prepare coffee, water, plates, glasses, cutlery and serving equipment.

Frequently asked questions

How far in advance should I start planning a partner conference?: Start at least 12 weeks before the conference. Use the first few weeks to set the programme, reserve the venue, confirm speakers and open registration, leaving the final 1–2 weeks for catering, materials and technical checks.
When should I order catering for a partner conference?: Order catering after registration numbers and dietary requirements are known, usually 2–3 weeks before the event. Confirm the final headcount and special meals again 3–5 days before service.
When should I collect presentations from conference speakers?: Set the presentation deadline 5–7 days before the conference. Test the complete set of files on the event laptop and projector at least one day before the event, and keep a backup copy available.
How early should the room be set up on conference day?: Allow at least 2–3 hours before the first attendee arrives. This gives you time to arrange tables and chairs, set up registration, connect microphones, test presentations, check WiFi and power, and lay out badges and programmes.

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.