Product Conference planning checklist

A product conference depends on many small deadlines: speakers need time to prepare, registrations need tracking, and technical details must work before guests arrive. Start with the date, program, venue, and speaker invitations, then move through registration, catering, communications, and production. In the final week, confirm dietary requirements, presentations, badges, parking details, and room layout. This checklist gives you a practical order for coordinating the 64 tasks and 60 items behind the event.

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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
Approach speakers
2 people
Collect presentation requirements
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Book catering
Test the equipment
2 people
Collect name tag details
Finalize the program
2 people
Send speaker briefing
Print badges and program
2 people
Prepare route signs
Collect presentations
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check the venue
2 people
Set up presentations
2 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Set up lighting
2 people
Hang up decorations
2 people
Put up route signs
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare the lunch buffet
3 people
Prepare snacks
2 people
Sort name tags
2 people

Event

Staff the registration table
3 people
Welcome visitors
3 people
Hand out badges
2 people
Serve coffee and tea
3 people
Handle the opening
Announce the speakers
Present presentations
2 people
Manage microphones
Moderate audience Q&A
Refill drinks
2 people
Restock the coffee station
2 people
Serve break snacks
3 people
Refill buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Facilitate the networking session
2 people
Handle the closing
See visitors out
3 people

Aftercare

Switch off equipment
2 people
Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Delete name badge data

What to bring

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

Furniture

Conference chairsqty 115
Foldable tablesqty 14
Registration tablesqty 2
Buffet tablesqty 4
Speaker table
Stage elementsqty 4
Stoolsqty 4
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 4

Tableware

Water glassesqty 120
Wine glassesqty 120
Coffee cupsqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving plattersqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving utensilsqty 12
Food warmersqty 6
Food thermometersqty 2

Decorations

Logo bannersqty 4
Name badgesqty 120
Badge holdersqty 120
Table numbersqty 14
Flower arrangementsqty 8
Route signsqty 8
Pensqty 120
Notepadsqty 120
Program bookletsqty 120
Tableclothsqty 14
Pen holdersqty 14

Lighting

LED spotlightsqty 6
Atmosphere lightsqty 8
Battery lampsqty 6

Cleaning

Hand broomsqty 2
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the date, program, and venue before sending invitations. Approach speakers early and collect their presentation requirements so you know whether the projector, screen, laptop, adapters, microphones, or other equipment will be needed.
Close registration details before catering numbers are due. Export the attendee list, collect dietary requirements, and give the caterer a final headcount with enough time to adjust food, plates, cutlery, glasses, and serving equipment.
Schedule a dedicated AV test before the conference, not just during setup. Test every presentation on the event laptop, check HDMI cables and adapters, test wireless microphones and speakers, and tape down extension cords and power strips.
Prepare attendee-facing materials at least one working day before the event. Print badges and the program, prepare route signs, and send parking information; missing directions and unprinted name tags create delays at the registration desk.
Build the room in a fixed order on the event day: check the venue, place conference chairs and tables, then set up the stage, podium table, speaker table, registration desk, and buffet tables. Leave time afterward to load presentations and do a full walk-through.

Frequently asked questions

How early should I start planning a product conference?: Start at least 8 to 12 weeks before the conference. Set the date and program first, reserve the venue, and approach speakers before opening registration.
When should I send product conference invitations?: Send invitations as soon as the date, venue, and core program are confirmed, ideally 6 to 8 weeks in advance. Keep registration open long enough to collect attendee details and dietary requirements before catering is finalized.
When should product conference presentations be collected?: Request final presentations at least 3 working days before the event. Test every file on the presentation laptop and keep a backup copy before setting up the stage.
How long does product conference setup take?: Allow at least 3 hours for a small conference setup, plus extra time for complex AV or room changes. Finish the venue check, furniture layout, registration desk, presentations, microphones, and signage before doors open.

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.