Policy conference checklist: what to arrange and when

A policy conference depends on more than a strong programme. Speakers need clear instructions, registrations and dietary requirements must be processed, and presentations need checking before guests arrive. This checklist covers the planning sequence, from setting the objective and booking the venue to printing badges, testing microphones and opening registration. Use it to keep decisions, materials and final checks on schedule without leaving technical or catering details 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 program and objective
2 people
Confirm speakers
Confirm host
Reserve venue
Book catering
Reserve technical supplies
Draft invitations
2 people
Create a registration form
Send invitations
Process registrations
2 people
Collect dietary requirements
Send speaker information
Collect presentations
Check presentations
2 people
Close the participant list
Print name badges
2 people
Print programs
Determine the table layout
2 people
Print the run sheet
Test the equipment
2 people
Confirm catering order
Do the shopping
3 people
Gather equipment and materials
3 people
Sort badges and programs
2 people

Event

Open venue
2 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Set up presentations
Set up lighting
2 people
Hang up signage
2 people
Set up decorations
2 people
Set up coffee station
2 people
Set up buffet
4 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Brief the registration team
Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
3 people
Guide the opening
2 people
Provide technical support for presentations
2 people
Guide speakers
2 people
Refill drinks
2 people
Set up coffee break
3 people
Serve coffee break
3 people
Clear used dishes
3 people
Moderate panel discussion
3 people
Set up evening buffet
4 people
Serve the evening buffet
5 people
Serve diet meals
2 people
Restock the buffet
3 people
Clear away dishes
3 people
Lead the closing
2 people
Handle the final round of drinks
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Dismantle the buffet and kitchen
4 people
Clear tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Check toilets
Remove decorations
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Archive presentations
Send thank-you message
Archive participant list

What to bring

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

Furniture

Rectangular tablesqty 14
Chairsqty 120
Registration desk
Buffet tablesqty 4
Speaker table
Lectern
Stoolsqty 4

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 140
Serving spoonsqty 12
Serving bowlsqty 12
Serving plattersqty 8
Carafesqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Coolersqty 4
Thermos flasksqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
traysqty 8

Decorations

Table runnersqty 14
Flower arrangementsqty 8
Name badgesqty 12
Wayfinding signsqty 8
Cocktail table coversqty 6

Lighting

LED spotlightsqty 6
String lightsqty 4

Office supplies

Name badgesqty 120
Lanyardsqty 120
Program leafletsqty 120
Notepadsqty 120
Ballpoint pensqty 130
Pen holdersqty 6
Tapeqty 4
Scissorsqty 4
Markersqty 12
Sticky notesqty 12

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Vacuum cleaner
Mopsqty 3
Broomqty 2
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Set the programme, objective, host and speakers before sending invitations. Include presentation deadlines in the speaker information so you have time to check every file and resolve missing slides.
Close the participant list before printing name badges and programmes. Keep dietary requirements with the final catering order rather than relying on last-minute updates at the venue.
Plan the room around the discussion format: allow space for a registration desk, speaker table, lectern and projection screen, then place rectangular tables and chairs so participants can see both speakers and slides.
Test the full presentation setup before doors open, not just the projector. Connect the laptop, HDMI cables, clicker, audio mixer, speakers and wireless microphones, and check spare power through extension cords and power strips.
Open the venue with time to sort badges and programmes, set out coffee cups, water glasses and carafes, and confirm the catering delivery. A final run-sheet check at least 60 minutes before registration catches timing and equipment gaps.

Frequently asked questions

How far in advance should I organise a policy conference?: Start planning at least 12 weeks ahead if the conference includes external speakers, catering and technical equipment. Set the objective and programme first, then book the venue and confirm speakers before opening registration.
When should I send policy conference invitations?: Send invitations 6 to 8 weeks before the event, once the date, venue and main speakers are confirmed. Close registrations early enough to print badges and programmes and give catering the final numbers.
How long before a policy conference should speakers submit presentations?: Ask speakers to submit presentations at least 3 working days before the conference. Check the files on the event laptop and test videos, fonts and slide formats before the day itself.
How early should I arrive for a policy conference?: Open the venue at least 90 minutes before participant registration. This gives you time to arrange the room, test the projector and microphones, sort badges and programmes, and confirm catering.

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.