User conference checklist and planning timeline

A user conference depends on dozens of small handoffs: speakers need to be confirmed before invitations go out, registration data must become catering numbers, and presentations need testing before guests arrive. This checklist puts the work in a practical order, from setting the date and booking the venue to printing badges and testing microphones. Use it to track the details that are easy to leave until the last week, including dietary requirements, deliveries, power connections, and the final run sheet.

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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
Confirm speakers
2 people
Reserve venue
Book catering
2 people
Reserve equipment
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send reminder
Create final participant list
2 people
Print name badges
2 people
Print the program
Collect presentations
Check presentations
2 people
Confirm catering quantities
Confirm deliveries
Print the run sheet
2 people
Assign roles
2 people
Check materials
2 people
Do the shopping
3 people
Sort groceries
2 people
Chill drinks
2 people
Test the equipment
2 people
Open venue
2 people
Receive deliveries
2 people
Set up the registration table
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage area
3 people
Set up the projector and screen
2 people
Connect microphones
2 people
Set up presentations
2 people
Prepare registration supplies
2 people
Sort name tags
2 people
Set up coffee station
2 people
Set up buffet
4 people
Label diet meals
2 people
Signpost spaces
2 people
Check lighting and temperature
Brief reception team
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Serve welcome drinks
3 people
Guide the opening presentation
2 people
Manage microphones
Present presentations
Moderate the Q&A
Set up coffee break
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Clear used cups
2 people
Lead workshop sessions
4 people
Restock the buffet
3 people
Open the dinner buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Clear plates and cutlery
3 people
Announce evening program
Moderate the panel discussion
2 people
Serve dessert and coffee
3 people
Host the networking drinks reception
4 people
See off the last visitors
2 people

Aftercare

Tear down the buffet
4 people
Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Remove decorations
2 people
Put furniture back
4 people
Clean the rooms
3 people
Check toilets
Gather borrowed materials
2 people
Return materials
2 people
Store leftover stock
2 people
Process lost and found items
Archive attendance list
Send thank-you message

What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Foldable tablesqty 4
Bar stoolsqty 8
Speaker chairsqty 6
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 130
Dessert platesqty 120
Cutlery setsqty 130
Serving spoonsqty 10
Coffee potsqty 6
Water jugsqty 12

Kitchen

Coolersqty 6
Food warmersqty 8
Serving traysqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Measuring cupsqty 4
Serving plattersqty 16
Thermos flasksqty 6

Decorations

Tableclothsqty 14
Name badge holdersqty 110
Pensqty 120
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 24
Program boardsqty 6
Table numbersqty 14
Poster puttyqty 4

Lighting

LED lightsqty 6

Cleaning

Microfiber clothsqty 12
Bucketsqty 3
Floor squeegeesqty 2
Broom setsqty 2
Toilet brushesqty 4
Glovesqty 12

Catering

Groceries

Tips

Set the date, program, and venue before opening registration. Confirm speaker availability and session times first, then allow enough time for invitations and attendee sign-ups.
Turn registration data into deadlines. Collect dietary requirements during registration, create the final participant list several days before the conference, and use it to confirm catering quantities.
Ask speakers for presentations before the event day, not at the lectern. Check every file on the event laptop, test the projector and screen, and keep copies on USB sticks.
Plan the room around the program rather than just the headcount. Check seating, speaker chairs, microphones, stands, tables, waste bins, and clear routes for deliveries before setup begins.
Write the run sheet with named roles and exact timings. Include equipment testing, catering delivery, badge and program setup, drink chilling, speaker handovers, and the time needed to clear materials afterward.

Frequently asked questions

How far in advance should I start planning a user conference?: Start at least 12 weeks ahead if you need a venue, speakers, catering, and registration. Confirm the date, program outline, venue, and key speakers first; send invitations once those details are stable.
When should I send user conference invitations?: Send the first invitations about 8 to 10 weeks before the conference. Close or review registration several days before the event so you can print badges, prepare the final participant list, and confirm catering quantities.
How many microphones do I need for a user conference?: Plan one working microphone for each speaker who must speak at the same time, plus one for audience questions if the format requires it. Test every wireless microphone, stand, mixer, speaker, cable, and power connection before guests arrive.
When should presentations be collected for a user conference?: Set a submission deadline at least 3 days before the conference. Check the files on the presentation laptop, confirm they open correctly, and keep a second copy on a USB stick before the event day.

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.