Study conference checklist: what to arrange and when

A study conference depends on more than a programme and a room. You need to coordinate speakers, registrations, dietary requirements, presentations, certificates, equipment and catering in the right order. Start with the date, programme and venue, then build the participant information around them. In the final week, focus on unanswered questions, presentation files, name badges, signage and equipment tests. This checklist covers 72 planning tasks and 56 items, from registration furniture to coffee machines and HDMI adapters.

Organize this event for free with Lizzt

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
Arrange halls and rooms
2 people
Invite speakers
2 people
Collect speaker information
Create a registration form
Send invitations
2 people
Distribute promotional materials
2 people
Process registrations
Collect dietary requirements
Answer participants' questions
Calculate catering quantities
2 people
Collect presentations
Check presentations
2 people
Print the program
Prepare name badges
2 people
Update participant list
Print certificates
Create the route and signage
Test the equipment
2 people
Do the shopping
3 people
Chill food and drinks
2 people
Prepare snacks
4 people
Prepare the buffet menu
3 people
Collect materials
2 people
Open venue
2 people
Check room layout
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Lay out the programs
2 people
Hang up signage
2 people
Connect the technical equipment
3 people
Set up presentations
2 people
Set up buffet
4 people
Set out coffee and tea
2 people

Event

Staff the registration desk
3 people
Receive participants
3 people
Deliver the opening presentation
2 people
Guide speakers
2 people
Present presentations
2 people
Collect questions from the audience
2 people
Set up coffee break
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Lead work sessions
6 people
Restock the buffet
3 people
Serve dinner buffet
4 people
Distribute diet meals
2 people
Collect tableware
3 people
Start the evening session
2 people
Moderate the panel discussion
3 people
Keep the break room tidy
2 people
Handle the closing
2 people
Hand out certificates
2 people
See participants off
3 people

Aftercare

Switch off the equipment
2 people
Sort materials
3 people
Collect waste
3 people
Wash dishes
3 people
Take down the buffet
3 people
Clean the rooms
4 people
Put furniture back
4 people
Lock up the venue
2 people
Store leftover food
2 people
Return materials
2 people
Return borrowed equipment
2 people
Thank participants
Edit presentations
Send certificates digitally

What to bring

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

Furniture

Foldable tablesqty 14
Chairsqty 90
Registration desk
Speaker table
Lectern
Coat racksqty 3

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 8
Power stripsqty 8
Presentation clickersqty 2
Power banksqty 4

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Drinking glassesqty 120
Knivesqty 100
Forksqty 100
Spoonsqty 100
Coffee spoonsqty 100
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Serving plattersqty 12
Serving traysqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Thermos flasksqty 6
Food containersqty 12
Serving utensilsqty 16

Decorations

Tableclothsqty 14
Name badgesqty 100
Name badge holdersqty 100
Program leafletsqty 100
Directional signsqty 12
Speaker signsqty 8
Flip chartsqty 6
Flipchart padsqty 12
Markersqty 24
Pensqty 120
Notepadsqty 100

Cleaning

Waste binsqty 8
Mopsqty 3
Bucketsqty 3
Broom setsqty 2
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Confirm which halls and rooms are available, where registration and catering will go, and whether the room layout fits the expected number of participants.
Give speakers a clear deadline for their biography, presentation and technical requirements. Collect the files before the event rather than relying on last-minute uploads, then test every presentation on the actual laptop and projector.
Close registration with enough time to create an accurate participant list, name badges and certificates. Collect dietary requirements during registration and use the final numbers to calculate food, drinks, plates, cups and cutlery.
Test the complete AV setup at least one day before the conference. Check the projector, screens, laptops, HDMI cables and adapters, microphones, speakers, audio mixer, clickers, extension cords and power strips together.
Prepare the arrival and refreshment areas before participants come in. Set up the registration desk, signage, coat racks, buffet tables, coffee machines and kettles, and chill food and drinks early enough to serve them on time.

Frequently asked questions

How far in advance should I organise a study conference?: Start at least 8 to 12 weeks before the conference. Book the venue and confirm the programme first, then allow several weeks for speaker invitations, promotion and registration.
When should speakers send their presentations?: Ask speakers to send their presentation files no later than 3 to 5 days before the event. Check them on the presentation laptop and resolve missing fonts, videos, connectors or format problems before conference day.
How much catering should I order for a study conference?: Base the order on the final registration count and add around 5 to 10% for unexpected guests and larger portions. Confirm dietary requirements at least 7 days beforehand so the buffet can be adjusted without rushing.
When should I print badges, programmes and certificates?: Update the participant list and print these materials 1 to 2 days before the conference. Leave a small number of blank badges and certificates for late registrations or spelling corrections.

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.