Suppliers conference checklist

A suppliers conference needs more than a confirmed date and a speaker list. You also need a clear programme, reliable registration process, tested presentation equipment and room layouts that work for both sessions and catering. Start with the venue, suppliers and speakers, then move to invitations and attendee details before ordering food and equipment. The final week is for checking presentations, badges, deliveries and dietary requirements; event day is for room checks, setup and technical testing.

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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

Confirm date and location
Compile program
2 people
Check supplier list
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm speakers
Collect presentations
Book catering
Reserve equipment
Send parking information
Make name badges
2 people
Print participant list
Sort badges
2 people
Test presentations
2 people
Do the shopping
2 people
Chill drinks
2 people
Check catering
Open venue
2 people
Receive deliveries
2 people
Check rooms
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 program booklets
2 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Test sound system
2 people
Set up presentations
2 people
Check the lighting
Set up buffet and coffee tables
3 people
Set out snacks
3 people
Check toilets
Place waste bins
2 people
Brief reception team
4 people

Event

Welcome guests
4 people
Hand out badges
3 people
Serve welcome drinks
3 people
Deliver the opening presentation
2 people
Guide speakers
2 people
Present presentations
Manage microphones
Serve snacks
4 people
Refill drinks
3 people
Refill coffee and tea
2 people
Keep the break room clean
2 people
Moderate audience Q&A
Support panel discussion
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
4 people
Serve diet meals
2 people
Collect tableware
3 people
Serve dessert
3 people
Host the networking drinks reception
4 people
Restock drinks and glasses
3 people
See guests off
2 people
Collect lost and found items

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Tear down the buffet
3 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Empty the coolers
2 people
Check materials
2 people
Return borrowed materials
2 people
Check supplier invoices
Send thank-you email

What to bring

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

Furniture

Conference chairsqty 90
Registration tablesqty 2
Buffet tablesqty 6
Tall cocktail tablesqty 10
Dining tablesqty 12
Speaker table
Stage
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Flip chartsqty 3
Markersqty 12
Sound amplifier

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Beer glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Dessert spoonsqty 100
Serving utensilsqty 20

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Aluminum foilqty 3
Cling filmqty 3
Napkin dispensersqty 6

Decorations

Tableclothsqty 20
Chair coversqty 90
Name badge holdersqty 90
Lanyardsqty 90
Welcome sign
Direction signsqty 8
Flower arrangementsqty 8
Table numbersqty 12

Lighting

Atmosphere lightsqty 10
LED lampsqty 8

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Microfiber clothsqty 20
Glovesqty 12
Hand soap dispensersqty 6
Toilet paper holdersqty 6

Catering

Groceries

Tips

Confirm the date and location before drafting invitations, then allow at least two weeks for registrations and dietary requirements to come in. Keep one current supplier list so catering, equipment and deliveries are not checked from separate versions.
Collect every presentation at least 48 hours before the conference and test each file on the actual laptop, projector and screen. Check HDMI cables, adapters, the presentation clicker and microphone batteries before guests arrive.
Set the registration desk near the entrance with sorted name badges and a printed participant list. Prepare these at least one day ahead; searching through unsorted badges can delay the opening by 10–15 minutes.
Plan the room layout around the programme: conference chairs and a stage for presentations, a speaker table for presenters, and separate buffet or dining tables for catering. Leave clear routes between the registration desk, seating and food service.
Receive deliveries before opening the venue and check every item against the booking. Count chairs, tables, microphones, speakers, power strips and extension cords, then chill drinks and check catering before the first attendees arrive.

Frequently asked questions

How far in advance should I organise a suppliers conference?: Start planning at least 8–12 weeks before the conference. Confirm the date, location, programme and speakers first, then send invitations early enough to collect registrations and dietary requirements.
When should I send invitations for a suppliers conference?: Send invitations around 6 weeks before the event, with a registration deadline about 2 weeks before it. This gives you time to confirm attendance, dietary needs, badges, seating and catering quantities.
When should presentations be collected and tested?: Ask speakers for their presentations at least 48 hours before the conference. Test every file on the event laptop with the projector, screen, HDMI connections and presentation clicker, then keep a backup copy.
What should I check on the morning of a suppliers conference?: Allow at least 2 hours before doors open for setup and checks. Open the venue, inspect rooms, arrange tables and chairs, set up registration, test sound and presentations, receive deliveries, and confirm catering and chilled drinks.

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