Research conference checklist: what to arrange and when

A research conference depends on many small handoffs: speakers need to submit presentations, registrations need processing, and catering must match dietary requirements. Start with the date, venue, and programme, then move through speakers, registration, printed materials, food, and room setup. This checklist keeps those steps in order and highlights details that are easy to leave until the final day, such as testing HDMI connections, preparing name badges, and putting backup presentations on USB sticks.

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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 conference date
2 people
Reserve venue
Compile program
3 people
Confirm speakers
2 people
Request presentations
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Design badges
Create program brochures
2 people
Print name badges
2 people
Check participant list
Order catering
2 people
Test the equipment
2 people
Collect presentations
Put presentations on USB
Confirm catering delivery
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out presentation materials
2 people
Prepare registration table
2 people
Set up chairs
4 people
Set up tables
3 people
Set up the presentation area
3 people
Connect the projector
2 people
Test microphones
2 people
Hang up signage
2 people
Put out program brochures
2 people
Set up coffee station
2 people
Set up the lunch buffet
4 people
Arrange snacks
3 people

Event

Welcome speakers
2 people
Open registration
3 people
Hand out badges
2 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Provide technical support for presentations
2 people
Moderate audience Q&A
2 people
Serve coffee break
4 people
Refill drinks
2 people
Collect used cups
2 people
Announce lunch time
Serve lunch buffet
4 people
Serve diet meals
2 people
Restock the buffet
3 people
Clear tables
3 people
Lead the afternoon session
2 people
Refill drinks
2 people
Moderate the panel discussion
2 people
Serve snacks
3 people
Refill drinks
2 people
Lead the closing
2 people
Thank speakers
2 people
See off the last guests
2 people

Aftercare

Collect tableware
3 people
Separate waste
2 people
Clean the venue
4 people
Disconnect equipment
2 people
Put furniture back
4 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Return venue keys

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Coat rackqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Coffee potsqty 6

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
HDMI cablesqty 4
USB sticksqty 4
Batteriesqty 12

Decorations

Name badge holdersqty 90
Name badge holdersqty 90
Tablecloth setsqty 12
Wayfinding signsqty 8
Wall postersqty 6
Flower arrangementsqty 6

Catering

Thermos flasksqty 8
Coolersqty 4
Ice cubesqty 12
Drink dispensersqty 3
Bread basketsqty 8
Small bowlsqty 16
Serving tongsqty 8
Corkscrewsqty 2
Groceries

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 4

Tips

Set the programme and confirm speakers before opening registration. Request presentation files in advance so you can check formats and load them onto USB sticks rather than troubleshooting during the first session.
Close registration with enough time to process the participant list, collect dietary requirements, print name badges, and prepare the registration table. Leave at least one working day for corrections to names and affiliations.
Test the projector, screen, laptop, microphones, speakers, clicker, HDMI cables, power strips, and extension cords together in the actual room. Bring spare batteries and a second connection option if the venue allows it.
Confirm catering delivery the day before and check that coffee pots, thermos flasks, cups, water glasses, plates, cutlery, and serving trays are ready. Put drinks and snacks out only after the registration area and presentation materials are in place.
Set up chairs, tables, the speaker table, coat rack, wayfinding signs, and registration desk before participants arrive. Keep the checked participant list, badges, programme brochures, and a small supply of blank badges at the desk.

Frequently asked questions

How far in advance should I organise a research conference?: Set the date and reserve the venue several months before the event, especially if you need multiple rooms or several speakers. Finalise the programme before registration opens, then leave at least one week for printing badges and brochures.
When should research conference speakers submit their presentations?: Request presentations at least 3 to 5 working days before the conference. Collect the final files, test them on the conference laptop, and copy them to USB sticks before the room is set up.
How do I prepare name badges for a research conference?: Export the final participant list after registrations and dietary requirements have been checked. Print badges at least one working day before the event, sort them alphabetically, and keep blank holders for late registrations or spelling corrections.
When should I order catering for a research conference?: Order catering once registration numbers and dietary requirements are reasonably stable, usually 7 to 14 days before the event. Confirm the delivery time the day before and prepare coffee, water, and snacks before participants enter the room.

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.