Peace conference checklist and planning timeline

A peace conference needs more than a confirmed venue and a strong program. You also need a clear speaker process, reliable registration data, tested presentation equipment, and a room layout that supports focused discussion. This checklist follows the work from booking the venue through the final briefing. Use it to track invitations, dietary requirements, badges, printed materials, catering numbers, and the equipment that is often checked too late.

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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
Finalize the program
3 people
Confirm speakers
Confirm host
Book catering
Arrange technical support
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Collect speaker information
2 people
Collect dietary requirements
Process registrations
2 people
Send confirmations
Design name badges
Design program flyers
Collect presentations
2 people
Check presentations
2 people
Arrange the table layout
2 people
Share catering numbers
Test equipment and cables
2 people
Do the shopping
3 people
Check groceries
2 people
Print name badges
2 people
Print program flyers
Send speaker briefing

Event

Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the stage table
2 people
Connect the projector
2 people
Connect microphones
2 people
Set up presentations
2 people
Check the lighting
2 people
Set up signage
2 people
Hang up decorations
3 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
3 people
Set up the dinner buffet
4 people
Brief the registration team
3 people
Welcome speakers
2 people
Open the doors
2 people
Register guests
4 people
Serve welcome coffee
3 people
Guide the opening
3 people
Moderate the panel discussion
4 people
Refill drinks
2 people
Serve break snacks
3 people
Swap microphones
2 people
Lead the workshops
6 people
Replenish workshop materials
2 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Clear away dishes
4 people
Support the evening program
3 people
Host the networking drinks reception
4 people
See off guests
3 people

Aftercare

Switch off the equipment
2 people
Collect materials
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Put furniture back
4 people
Package leftover food
2 people
Check the equipment
2 people
Return rental items
2 people
Thank speakers
Send Thank-You Email to Participants

What to bring

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

Furniture

Chairsqty 115
Tablesqty 14
Registration desk
Stage tableqty 2
Speaker chairsqty 8
Buffet tablesqty 6
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Flip chartqty 4
Flipchart standsqty 4
Laser pointerqty 2
Charging stationsqty 3

Tableware

Coffee cupsqty 120
Glassesqty 150
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 16
Serving tongsqty 12
Food warmersqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Plate racksqty 4

Decorations

Peace flagsqty 12
Country flagsqty 20
Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 12
Speaker signsqty 8
Directional signsqty 12
Table numbersqty 14
Poster puttyqty 4
Tapeqty 6

Lighting

LED string lightsqty 8
Standing lampsqty 4
Spare batteriesqty 24

Catering

Groceries

Registration

Name badgesqty 120
Badge holdersqty 120
Lanyardsqty 120
Program bookletsqty 120
Registration listsqty 6
Pensqty 30
Writing foldersqty 20

Workshop materials

Notepadsqty 120
Ballpoint pensqty 120
Flip chart sheetsqty 12
Markersqty 48
Sticky notesqty 12
Voting cardsqty 500
Ropeqty 2
Clipboardsqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 3
Cleaning glovesqty 8
Waste binsqty 8

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 12
Reflective vestsqty 8
Umbrellasqty 6

Tips

Confirm the venue before sending invitations, then allow enough time to finalize the program, confirm speakers and host, and prepare the registration form. A last-minute room change can affect tables, microphones, catering, and printed materials.
Set a clear deadline for registrations and dietary requirements, then share the final catering numbers with the caterer before the event. Keep a separate record of late changes so the kitchen and registration desk are not working from different totals.
Ask speakers for their presentations several days before the conference, not on the morning itself. Check every file on the event laptop and test the projector, screen, clicker, microphones, mixer, HDMI cables, extension cords, and power strips together.
Plan the room around the program rather than placing furniture first. Check the number and position of chairs, tables, speaker chairs, the stage table, buffet tables, coat racks, registration desk, and charging stations before printing the final layout.
Prepare badges, program flyers, the speaker briefing, and USB backups before the final setup. On the last working day, check groceries and tableware such as cups, glasses, plates, knives, and forks against the expected attendance.

Frequently asked questions

How far in advance should I organize a peace conference?: Start venue and speaker planning at least 8 to 12 weeks before the conference. Open registration once the program, host, speakers, venue, and basic schedule are stable, leaving several weeks to process registrations and collect dietary requirements.
When should I confirm peace conference speakers?: Aim to confirm the speakers 6 to 8 weeks before the event. Request their biographies, presentation titles, technical needs, and presentation files no later than 5 to 7 days before the conference.
When should I send peace conference invitations?: Send the first invitations about 6 weeks before the event, with the registration deadline set roughly 10 to 14 days beforehand. Send confirmations as registrations are processed and issue a final practical message during the last week.
How early should I test equipment for a peace conference?: Complete a full equipment test at least one day before the conference, including the laptop, projector, screen, clicker, microphones, speakers, mixer, cables, and power supplies. Repeat a short sound and presentation check 60 to 90 minutes before attendees arrive.

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.