PhD conference checklist and planning guide

A PhD conference needs more than a confirmed date and a room. You have to coordinate speakers, abstract submissions, registration, session leaders, catering requirements, presentation files and technical checks on a fixed timeline. This checklist keeps the work in order, from reserving the venue to printing badges and testing the projector. Use it to see what is easy to overlook, especially during the final week and on the morning of the conference.

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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
Book catering
Invite speakers
2 people
Assign session leaders
2 people
Create a registration form
Send invitations
2 people
Communicate the abstract deadline
Process registrations
2 people
Collect dietary requirements
Collect abstracts
2 people
Create the presentation schedule
2 people
Have the program checked
2 people
Send the final program
Request presentation files
Design name badges
Lay out the program booklets
Send directions
Print attendance list
Print badges and program booklets
2 people
Collect presentations
2 people
Test equipment in advance
2 people
Confirm catering and dietary list
Do the shopping
2 people
Pick up venue keys
Bring materials to the venue
2 people
Mark the room layout
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the stage and podium table
3 people
Connect the projector and screen
2 people
Test microphones and speakers
2 people
Load presentations onto laptop
2 people
Lay out name badges
2 people
Lay out program booklets
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Decorate the reception area
2 people
Prepare snacks
3 people
Label diet meals
2 people
Briefing for reception team

Event

Welcome speakers
2 people
Register visitors
3 people
Serve welcome coffee
2 people
Guide the opening
2 people
Announce speakers and sessions
Provide technical support for presentations
2 people
Moderate the Q&A rounds
2 people
Set up coffee break
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste during the event
2 people
Host the poster drinks reception
3 people
Set up the dinner buffet
4 people
Refill the dinner buffet
3 people
Serve dinner
4 people
Clear away dishes
3 people
Set up the networking drinks reception
2 people
Host the networking drinks reception
3 people
Announce the closing
See off the last visitors
2 people

Aftercare

Dismantle the buffet and bar
3 people
Switch off equipment
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Take waste to the bins
2 people
Clean the hall and kitchen
4 people
Collect lost and found items
Lock up the venue
2 people
Chill leftover catering
2 people
Return rental items
2 people
Archive presentations securely
Send thank-you message
Share photos and materials

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Speaker table
Stoolsqty 4
Poster boardsqty 12
Coat racksqty 3

Equipment

Presentation laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Microphone stand
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 6
Extension cordsqty 6
Laser pointerqty 2
Wi-Fi hotspot

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving boardsqty 8
Small bowlsqty 12

Kitchen

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

Registration

Name badge holdersqty 100
Badge lanyardsqty 100
Registration foldersqty 4
Desk pensqty 12
Clipboardsqty 4

Decorations

Tableclothsqty 12
Plantsqty 10
Directional signsqty 10
Program standsqty 6

Lighting

LED lampsqty 6
Cable traysqty 10

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Cleaning clothsqty 20
Glovesqty 12

Catering

Groceries

Tips

Set the abstract deadline before sending invitations, then leave at least 7 days between the deadline and the date you need the final presentation schedule. This gives you time to review submissions, assign sessions and have the program checked.
Collect dietary requirements when people register, not at the catering deadline. Send the caterer one confirmed list 3–5 days before the conference and keep a printed copy with the person handling catering.
Request presentation files before the event rather than relying on presenters to connect their own devices. Ask for files at least 24 hours in advance, then test them on the presentation laptop with the projector, HDMI cables and required adapters.
Print badges, program booklets and the attendance list after registration closes. Prepare around 5 extra blank badges and keep the final schedule available both on paper and on the presentation laptop.
Check the room while it is empty on the day before or several hours before registration opens. Test every microphone, the projection screen, Wi-Fi hotspot, power strips and extension cords, and confirm that tables, chairs, poster boards and coat racks are in place.

Frequently asked questions

How far in advance should I start planning a PhD conference?: Start at least 4–6 months ahead if you need external speakers, abstract submissions and a venue. Set the date and program first, then reserve the venue and begin speaker invitations before opening registration.
When should the abstract deadline be for a PhD conference?: Set the abstract deadline at least 6–8 weeks before the conference. Keep a minimum of 7 days after the deadline for processing abstracts, building the presentation schedule and having the program checked.
When should I confirm catering and dietary requirements?: Collect dietary requirements through the registration form and confirm the final numbers with the caterer 3–5 days before the event. Recheck the list on the morning of the conference before food and drinks are served.
How early should conference equipment be tested?: Test the presentation laptop, projector, screen, microphones, speakers, cables and adapters at least one day in advance when possible. Run a second check 1–2 hours before registration so faults can be fixed before the first session.

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.