Technology conference checklist

A technology conference depends on dozens of details lining up: the programme, speakers, registration, rooms, catering and presentation equipment. Start with the date and venue, then work towards a fixed deadline for speaker materials and attendee information. In the final week, verify presentations, microphones, screens, laptops, Wi-Fi and printed documents rather than assuming they will work. This checklist also covers details people often leave too late, including dietary and accessibility requirements, name badges, directions and chilled drinks.

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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
2 people
Reserve the venue and rooms
Invite speakers
2 people
Collect speaker details
Receive the presentations and bios
Publish the program online
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Prepare name badges
2 people
Check participant list
Order catering
Test the equipment
2 people
Check presentations
Send speaker briefing
Send directions
Print the run sheet
Print name badges
Print participant list
Collect materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare lunch and snacks
4 people
Open venue
2 people
Set out the room layout
3 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Set up the projector and screen
2 people
Connect the sound system
2 people
Test microphones
2 people
Test Wi-Fi and the presentation network
2 people
Load presentations onto laptop
Set out technical backup
Place decorations and signage
2 people
Prepare registration materials
2 people
Set out coffee and tea
2 people
Set up lunch buffet
3 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
2 people
Deliver the opening presentation
2 people
Guide speakers
2 people
Present presentations
2 people
Manage microphones
2 people
Moderate audience Q&A
Refill drinks
2 people
Provide coffee break
3 people
Serve snacks
3 people
Open the dinner buffet
4 people
Serve diet meals
2 people
Keep the buffet and tables tidy
3 people
Collect tableware
2 people
Facilitate the networking session
2 people
Present the evening program
Announce the closing
Guide departures and cloakroom
2 people
Serve the final drinks
2 people

Aftercare

Switch off the equipment
2 people
Pack equipment safely
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the venue
4 people
Remove decorations
2 people
Collect lost and found items
Return materials
2 people
Clean cooling materials
2 people
Archive presentations
Thank participants
Share recordings and photos

What to bring

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

Furniture

Reception tablesqty 3
Congress tablesqty 20
Chairsqty 170
Speaker table
Stage sectionsqty 4
Bar stoolsqty 6
Coat racksqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Presentation laptopsqty 2
Wireless microphonesqty 4
Table microphonesqty 2
Microphone standsqty 4
Speakersqty 4
Mixer
HDMI cablesqty 6
USB-C adaptersqty 6
Extension cordsqty 10
Power stripsqty 12
Cable traysqty 20
Wi-Fi hotspotsqty 3
Power banksqty 8
Laser pointersqty 3
Clickersqty 3
Recording camerasqty 2
Tripodsqty 2
Headphonesqty 4
USB sticksqty 6
Notebooksqty 4
Pen setsqty 4

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 180
Coffee spoonsqty 180
Dinner platesqty 180
Dessert platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 180

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 12
Serving spoonsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Serving traysqty 8
Buffet warmersqty 6
Ice cube traysqty 6

Decorations

Congress bannersqty 4
Directional signsqty 12
Name badgesqty 180
Badge holdersqty 180
Table numbersqty 20
Flower arrangementsqty 8
Table runnersqty 20
Clipboardsqty 6
Pen holdersqty 20

Lighting

LED spotlightsqty 8
String lightsqty 4

Cleaning

Waste binsqty 12
Sorting binsqty 6
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 6

Catering

Groceries

Tips

Set the programme and reserve the venue and rooms before inviting speakers. Confirm the stage, seating, reception area and speaker table fit the expected audience and presentation format.
Give speakers a firm deadline for their presentation, biography and technical requirements at least 10 days before the conference. Test every submitted presentation on the actual presentation laptop, including HDMI and USB-C connections.
Close registration early enough to order catering from real numbers. Review dietary requirements and accessibility needs at least 5 days before the event, then keep the final participant list available at reception.
Test the full AV setup the day before: projector, screens, microphones, mixer, speakers, clickers, recording cameras and cables. Bring extension cords, power strips, adapters and cable trays so the technical check is not dependent on last-minute borrowing.
Prepare the on-site documents no later than the evening before. Print the run sheet, participant list and name badges, send directions and the speaker briefing, and chill drinks before the team arrives for setup.

Frequently asked questions

How far in advance should I organise a technology conference?: Set the date, programme and venue at least 12 weeks ahead if you need external speakers and room bookings. Open registration once the core programme is confirmed, then lock catering and access requirements 5 days before the event.
When should technology conference speakers submit their slides?: Ask for presentations and speaker biographies at least 10 days before the conference. Check the files on the event laptops and send the speaker briefing no later than 3 days before the event.
How many microphones and presentation laptops do I need?: Plan one presentation laptop for the main presentation area and one microphone per active speaking position, such as a presenter or panel seat. Test the complete setup at least one day before the conference, including adapters, mixer and speakers.
When should I print name badges and the participant list?: Check the registration list and print name badges and the participant list the day before the conference. Leave time on the event morning for late registrations and corrections rather than printing only at the reception desk.

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.