Practice conference checklist: what to arrange and when

A practice conference needs more than a confirmed date and a room. You need a clear programme, reliable speaker information, a registration process, catering details and a room that works for presentations and discussion. This checklist puts the main work in a practical order, from defining participants and inviting speakers to testing microphones and backing up presentation files. Use it to spot details that are often left until the final week, such as dietary meals, name badges, directions and the right HDMI adapters.

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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
Confirm speakers
2 people
Define the target participant group
2 people
Create the registration form
Draft invitations
2 people
Send invitations
Process registrations
2 people
Keep track of the participant list
Collect dietary requirements
Collect speaker information
Collect presentations
Check presentations
2 people
Finalize the program
2 people
Design name badges
Print name badges
Print program leaflets
Send directions
Book catering
Order coffee break
Order bar snacks
Order dietary meals
Reserve equipment
Test microphones
2 people
Back up presentation files
Print the run sheet
Confirm deliveries
Do the shopping
3 people
Check catering
2 people
Freeze cooling packs
Collect materials
3 people
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 table
2 people
Set up projector
2 people
Hang up the screen
2 people
Connect the sound system
2 people
Fully test technical setup
2 people
Set up presentations
Lay out name badges
2 people
Lay out program brochures
2 people
Set out coffee and tea
3 people
Chill drinks
2 people
Present snacks
3 people
Brief the registration team

Event

Welcome speakers
2 people
Register participants
4 people
Hand out name badges
2 people
Serve welcome coffee
3 people
Deliver the opening presentation
2 people
Announce the speakers
Play presentations
Manage microphones
Moderate audience Q&A
Serve coffee break
4 people
Refill drinks
2 people
Clear used dishes
2 people
Set up the drinks buffet
4 people
Serve snacks
4 people
Serve diet meals
2 people
Host the networking drinks reception
3 people
Deliver closing remarks
Guide the final departure
2 people

Aftercare

Collect tableware
3 people
Pack leftover catering
2 people
Take down tables and chairs
4 people
Switch off the equipment
2 people
Remove decorations
2 people
Collect waste
3 people
Clean the room
3 people
Check sanitary facilities
Load materials
3 people
Return keys and access passes
Return borrowed materials
2 people
Check outstanding invoices
Send a thank-you gift to participants
Share presentations digitally

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 110
Registration deskqty 2
Stage table
Speaker chairsqty 4
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 6
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Laser pointerqty 2
Clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 4
Serving traysqty 12
Small bowlsqty 20
Serving bowlsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Serving utensilsqty 12
Bottle openersqty 4
Corkscrewsqty 3

Decorations

Tableclothsqty 12
Name badge holdersqty 110
Table numbersqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Backdrop

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, programme outline and target participant group before sending invitations. This gives speakers enough context and lets you build a registration form that asks for useful details, including dietary requirements.
Collect speaker biographies, presentation files and technical needs before finalising the programme. Set a firm deadline several days before the conference so you have time to check every presentation and resolve missing information.
Treat registration as an ongoing task, not a one-time email. Keep the participant list current, record dietary requirements separately and use the final headcount to confirm catering, name badges, chairs and coffee cups.
Test the complete presentation setup in the actual room before the event. Check the projector, screen, laptop, HDMI cables, adapters, extension cords, microphones, speakers, clicker and laser pointer rather than testing only the laptop.
Prepare a backup route for presentations and power. Keep presentation files in at least two locations, bring power banks, and place the registration desk, programme leaflets, name badges and directions where arrivals can find them without asking.

Frequently asked questions

How far in advance should I organise a practice conference?: Start planning at least 8 to 12 weeks ahead if you need to reserve a venue, confirm several speakers and arrange catering. Set the programme and send invitations early, then use the final 7 days for presentation checks, attendee numbers and room logistics.
When should I send practice conference invitations?: Send the first invitations around 6 to 8 weeks before the conference. Keep registration open for a defined period and confirm the final participant list, dietary requirements and name badges no later than 5 to 7 days before the event.
How many microphones do I need for a practice conference?: Plan one microphone for each active speaker or panel position, plus a separate microphone for audience questions if the room is large. Test every wireless microphone with the speakers and projector at least once before attendees arrive.
When should I confirm conference catering and dietary meals?: Book the main catering when the date and venue are confirmed, then provide the final headcount and dietary requirements about 5 to 7 days before the conference. Order coffee, bar snacks and dietary meals from the same final list where possible.

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.