Regional conference checklist from first plan to final setup

A regional conference involves more than booking a room and inviting speakers. You need a clear program, confirmed presenters, reliable registration data, suitable rooms, working presentation equipment and catering that matches dietary requirements. Start with the date and venue, then move through speakers, invitations, registrations and technical preparation. In the final week, turn your attention to name badges, printed materials, presentations, shopping and the room layout so the event team is not solving basic problems at the door.

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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
3 people
Reserve the venue and rooms
2 people
Approach speakers
2 people
Confirm speakers and topics
2 people
Draft invitations
2 people
Set up the registration form
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check registrations and dietary requirements
2 people
Send reminder to participants
Create final participant list
2 people
Prepare name badges
2 people
Print programs and route maps
2 people
Collect presentations
Check presentations technically
2 people
Order catering
2 people
Check the shopping list
2 people
Do the shopping
3 people
Bring materials to the venue
3 people
Open venue
2 people
Set out the room layout
3 people
Set up tables and chairs
5 people
Set up registration desk
2 people
Set up the catering area
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set up lunch buffet
4 people
Start presentations
2 people
Test microphones and sound
2 people
Hang up signage
2 people
Briefing for reception team
3 people
Brief catering team
3 people

Event

Staff the registration desk
3 people
Receive participants
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Guide the opening
2 people
Guide speakers
2 people
Present presentations
2 people
Monitor the schedule
Refill drinks
2 people
Provide coffee break
3 people
Restock crockery and glasses
2 people
Moderate the Q&A
2 people
Clear the break room
2 people
Set out snacks
3 people
Set up the dinner buffet
4 people
Refill the dinner buffet
3 people
Serve special meals separately
2 people
Clear tables
4 people
Host the networking drinks reception
3 people
Announce the closing
See participants off
3 people

Aftercare

Pack leftovers safely
3 people
Sort and remove waste
3 people
Collect tableware
3 people
Clean the kitchen
3 people
Clean the rooms
4 people
Switch off equipment
2 people
Remove decorations
3 people
Put furniture back
5 people
Lock up the venue
2 people
Return materials
3 people
Return borrowed items
2 people
Store unused groceries
2 people
Collect invoices and receipts
Send thank-you message
2 people
Share presentations digitally

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
Registration desk
Dressing tablesqty 4
Speaker chairsqty 6
Coat racksqty 4
Waste binsqty 8

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Presentation clickersqty 2
Microphonesqty 4
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 3
Wi-Fi router
Power banksqty 4

Tableware

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

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Coolersqty 6
Cutting boardsqty 4
Kitchen knivesqty 6
Serving plattersqty 12
Serving traysqty 8
Thermos flasksqty 8

Decorations

Tableclothsqty 18
Name card holdersqty 120
Flower arrangementsqty 8
Flagsqty 6
Wayfinding signsqty 10

Lighting

LED lightsqty 8
Light standsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Dish brushesqty 4

Catering

Groceries

Tips

Set the date, program and rooms before sending invitations. Contact speakers early, confirm their topics in writing, and allow at least two weeks to collect final presentation files.
Close registration early enough to use the data. Check dietary requirements against the participant list, then prepare name badges, programs and route maps from the same final version.
Test every presentation with the actual laptop, projector, screen, HDMI cable, clicker, microphone and speakers at the venue. Keep a USB copy and power banks available as backup.
Order catering from the confirmed headcount, including dietary requirements, and check serving quantities before shopping. Set up coffee machines, kettles, cups, glasses, plates, cutlery and serving spoons together in the catering area.
Plan venue access and setup as a separate work period. Open the venue early enough to arrange tables, chairs, speaker seating, registration desk, coat racks and waste bins before participants arrive.

Frequently asked questions

How early should I start planning a regional conference?: Start at least 12 weeks before the conference if you need external speakers, several rooms or regional travel arrangements. Set the date and venue first, then confirm speakers before sending invitations.
When should conference invitations be sent?: Send invitations once the date, program outline, venue and registration form are ready, preferably 8 to 10 weeks before the event. Send a reminder 7 to 10 days before the conference.
When should I confirm the final participant list and catering?: Close registrations about 7 days before the conference, then check the list and dietary requirements immediately. Confirm the catering order from that final headcount and keep a small allowance for late changes.
How long before the conference should presentations be checked?: Collect presentations no later than 3 to 5 days before the event and test them technically before the setup day. Check file formats, videos, sound, fonts, clickers, projectors and microphones on the equipment you will actually use.

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.