Strategy conference checklist

A strategy conference depends on decisions being ready before people enter the room. Start with the participant list, schedule, speakers, venue, catering, and registration process, then move to transport, printed materials, room layout, and technical checks. This checklist covers 70 planning tasks and 55 items, including microphones, presentation backups, badges, worksheets, coffee equipment, and power cables. Use it as a working plan from the first invitation to the final equipment check.

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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

Create the participant list
Set the schedule and times
2 people
Approach speakers
Collect speaker information
Reserve venue
Book catering
Reserve equipment
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Map out transport needs
Confirm participants
Prepare badges
2 people
Collect presentations
Print the run sheet
Print name badges
Print worksheets
2 people
Create floor plan
Send directions
Checking equipment and power
2 people
Do the shopping
2 people
Check the catering delivery
2 people
Collect materials
2 people
Back up presentations
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
Lay out badges
2 people
Set out presentation materials
2 people
Test microphones
2 people
Test the projector
2 people
Set up flip charts
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set up the lunch buffet
3 people
Test technical reception
2 people

Event

Welcome speakers
2 people
Register participants
3 people
Hand out badges
2 people
Serve coffee and tea
2 people
Guide the opening
Support presentations
2 people
Monitor the schedule
Collect questions from the audience
Refill drinks
2 people
Provide break service
3 people
Guide workgroups
5 people
Collecting flip chart sheets
2 people
Open the dinner buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Collect crockery and glasses
3 people
Support the evening program
2 people
Refill drinks
2 people
Handle the closing
Guide participant departures
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clean up catering
3 people
Switch off the equipment
2 people
Pack presentation materials
2 people
Put tables and chairs back
4 people
Clean the room
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover catering
2 people
Collect expense receipts

What to bring

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

Furniture

Congress tablesqty 8
Chairsqty 60
Registration desk
Speaker chairsqty 4
Coat rackqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
Power stripsqty 6
Extension cordsqty 6
Laser pointerqty 2
Flip chartsqty 5
Flipchart markersqty 20
Presentation clickerqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Wine glassesqty 70
Dinner platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Induction hob
Food warmersqty 4
Cutting boardsqty 3
Knivesqty 6
Serving tongsqty 6

Decorations

Name badgesqty 60
Badge holdersqty 60
Tableclothsqty 10
Directional signsqty 8
Program postersqty 6
Pensqty 70
Notepadsqty 60
Table name cardsqty 10
Tapeqty 4
Scissorsqty 4
Poster puttyqty 4
Table numbersqty 10

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the schedule before inviting participants, then allow time for registration, speaker changes, coffee breaks, and questions. Share the final run sheet with the team and print a copy for the registration desk.
Collect speaker information and presentations several days before the conference. Save a second copy of every presentation on a separate laptop or drive, and test the HDMI adapters, projector, clicker, and microphones before guests arrive.
Close registration early enough to prepare badges, worksheets, dietary information, seating, and transport details. Send directions after participant numbers and the venue access arrangements are confirmed.
Plan the room around the work participants must do: place conference tables and chairs first, then position the registration desk, speaker chairs, flip charts, and projection screen. Leave clear routes to the coat rack, exits, and catering area.
Check power and catering separately on the day. Count extension cords, power strips, microphones, water glasses, coffee cups, and serving equipment, then verify the delivery and set up coffee machines, kettles, or thermos flasks before the first break.

Frequently asked questions

How far in advance should I organise a strategy conference?: Start at least 8 to 12 weeks ahead if you need external speakers, a venue, catering, and equipment. Confirm the venue and main speakers first, then open registration once the date, schedule, and location are stable.
When should I send strategy conference invitations?: Send invitations 4 to 6 weeks before the conference and set a registration deadline about 10 days before it. That gives you time to confirm attendance, collect dietary requirements, print badges and worksheets, and arrange transport information.
How many microphones and presentation laptops do I need?: Plan one wireless microphone per active speaker or panel position, plus one spare if the programme depends on live discussion. Use one presentation laptop and keep a second backup copy of every presentation available before the event starts.
What should I check on the morning of a strategy conference?: Allow at least 90 minutes for room setup and technical checks. Test the projector, screen, HDMI cables and adapters, microphones, speakers, mixer, power, presentation clicker, and flip charts; also check badges, worksheets, catering, water, and coffee supplies.

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.