Travel conference checklist

A travel conference needs more than a programme and a room booking. You need a clear sequence for speakers, registration, transport information, catering, presentation files and on-site setup. This checklist covers the work from setting the date through clearing the hall after the last session. Pay particular attention to deadlines for speaker materials, dietary requirements, name badges and technical testing, because these are easy to leave until the final week.

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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 conference date and program
2 people
Confirm speakers and moderators
2 people
Confirm the venue and room layout
2 people
Send invitations
2 people
Open the registration form
Publish the program online
Send speaker information
Collect presentations and portraits
Process registrations
2 people
Collect dietary requirements
Send transportation information
Design name badges
Print name badges
2 people
Check the attendance list
Place catering order
Test technical presentation files
2 people
Print the run sheet and contact list
Purchase materials and supplies
2 people
Back up presentations
Sort badges and welcome packs
2 people
Leave the hall clean and empty
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the podium table and lectern
2 people
Set up projector and screen
2 people
Connect microphones and speakers
2 people
Connect the presentation laptop
Test presentations and videos
2 people
Check lighting and power
2 people
Place wayfinding and room signs
2 people
Lay out name badges
2 people
Set up information table
2 people
Set up coffee and tea station
2 people
Chill drinks
2 people
Set up the catering buffet
3 people
Mark dietary meals separately
2 people

Event

Welcome speakers
2 people
Brief the speakers on technical matters
2 people
Staff the registration desk
3 people
Welcome and register visitors
3 people
Hand out badges and programs
2 people
Serve welcome drinks
3 people
Guide the opening presentation
2 people
Monitor time and schedule
Hand microphones to speakers
Operate presentations technically
Moderate audience Q&A
Set up coffee break
3 people
Serve coffee and tea
3 people
Refill snacks
2 people
Collect used dishes
2 people
Refill drinks
2 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
4 people
Refill snacks
2 people
Set up dining tables
4 people
Set up the dinner buffet
4 people
Open the dinner buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Refill the dinner buffet
2 people
Clear used dishes
3 people
Announce evening program
Moderate the panel discussion
3 people
Refill the last drinks
2 people
Lead the closing and thank-you speech
2 people
Guide visitors to the exit
2 people

Aftercare

Collect lost property
2 people
Sort and dispose of waste
3 people
Clear up catering and kitchen
3 people
Wash dishes and glasses
3 people
Power Down and Pack Up Equipment
2 people
Remove decorations and signage
2 people
Put the tables and chairs back
4 people
Clean the hall and entrance
3 people
Check and clean toilets
2 people
Count and pack materials
2 people
Return borrowed materials
2 people
Store leftovers refrigerated
2 people
Send participant emails
Submit presentations digitally
Archive invoices and receipts

What to bring

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

Furniture

Conference chairsqty 140
Tablesqty 18
Bar stoolsqty 8
Stage table
Lectern
Registration deskqty 2
Clothes racksqty 2

Tableware

Coffee cupsqty 140
Water glassesqty 180
Wine glassesqty 140
Platesqty 160
Dessert platesqty 150
Cutlery setsqty 160
Coffee spoonsqty 140
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 3
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice cube traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving jugsqty 8
Serving spoonsqty 10
Buffet warmersqty 6
Aluminum serving traysqty 12

Decorations

Table runnersqty 18
Name card holdersqty 12
Flags for World Regionsqty 12
Table bouquetsqty 18
Backdrop
Adhesive stripsqty 4
Cable matsqty 10

Lighting

LED spotlightsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Catering

Name badgesqty 150
Badge holdersqty 150
Lanyardsqty 150
Program leafletsqty 150
Notepadsqty 150
Ballpoint pensqty 170
Table cardsqty 30
Buffet labelsqty 20
Napkin holdersqty 18
Drink dispensersqty 4
Waste binsqty 8
Groceries

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Rubber glovesqty 8
Dustpan and brushqty 2
Trash bag holdersqty 8

Tips

Set the date, programme and room layout before opening registration. Attendees need accurate session times, while the venue needs enough notice to arrange conference chairs, tables, the lectern, projector and screen.
Ask speakers for their presentation files and portraits at least 7 days before the conference. Test every file on the presentation laptop, keep a backup on a USB stick, and bring HDMI adapters for different devices.
Close or review registration early enough to place the catering order and print name badges. Use the final attendance list to check dietary requirements and sort badges and welcome packs before doors open.
Send transportation information with the joining instructions rather than waiting for the event day. Include practical arrival details, then keep a printed contact list and run sheet at the registration desk for last-minute questions.
Allow a dedicated setup window before registration begins. Check the microphones, speakers, mixer, power strips, extension cords and projection before arranging the podium table, lectern and registration desk.

Frequently asked questions

How far in advance should I plan a travel conference?: Set the date, venue and programme several months ahead, especially if speakers are travelling. Open registration only after the room layout, session times and transport information are reliable.
When should I ask conference speakers for their presentations?: Request presentations and speaker portraits at least 7 days before the event, then test the files before the final setup. Keep a second copy on a USB stick in case the presentation laptop or original file fails.
When should I finalise catering for a travel conference?: Review registrations and dietary requirements before placing the catering order, normally no later than 5 to 7 days before the conference. This gives the caterer time to prepare suitable portions and service items.
How long does conference setup take on the day?: Allow at least 2 hours for room setup and technical checks before attendees arrive. That time covers the furniture, registration desk, projector, screen, microphones, presentation laptop and final badge check.

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.