User conference checklist: what to arrange and when
A user conference depends on many details being ready at the same time: speakers, registrations, presentations, catering, room layout, and technical equipment. Start with the date, program, and venue, then work through speakers and attendee information before ordering food and printing materials. In the final days, check every presentation, prepare name badges, chill drinks, and confirm that the projector, microphones, cables, and power supplies work together. This checklist keeps the planning sequence clear from the first booking to opening the hall.
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
Approach speakers
Confirm speakers
Request presentations
Send invitations
2 people
Process registrations
Update registrations
Collect dietary requirements
Provide dietary requirements
Book catering
Reserve equipment
Send parking information
Have the program printed
Make name badges
2 people
Print attendance list
Collect presentations
Check presentations
2 people
Do the shopping
2 people
Chill drinks
2 people
Check catering
Bring materials to the venue
3 people
Open hall
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the presentation area
2 people
Connect the projector
Test microphones
2 people
Test presentations
2 people
Check the lighting
Setting up the coffee station
2 people
Set up buffet
3 people
Set out tableware
2 people
Set out drinks
2 people
Hang decorations
2 people
Check toilets
Event
Receive participants
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Deliver the opening presentation
2 people
Guide speakers
2 people
Present presentations
Moderate audience Q&A
Set up coffee break
3 people
Refill coffee and tea
2 people
Serve snacks
3 people
Collect used cups
2 people
Refill drinks
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Collect plates and cutlery
3 people
Deliver the closing presentation
2 people
Serve the networking drinks reception
3 people
See guests out
2 people
Aftercare
Collect waste
3 people
Wash dishes
3 people
Take down the buffet
3 people
Switch off equipment
2 people
Pack up equipment
2 people
Remove decorations
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people
Clear away leftover stock
2 people
Send thank-you message
Share photos and presentations
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- Folding chairsqty 90
- Buffet tablesqty 4
- Registration desk
- High tablesqty 8
- Tableclothsqty 16
Equipment
- Projector
- Projection screen
- Presentation laptop
- Wireless microphonesqty 2
- Microphone stand
- Speakersqty 2
- Mixer
- HDMI cableqty 2
- HDMI adapterqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Gaffer tapeqty 3
Tableware
- Coffee cupsqty 100
- Water glassesqty 100
- Wine glassesqty 100
- Dinner platesqty 100
- Dessert platesqty 100
- Forksqty 100
- Knivesqty 100
- Spoonsqty 100
- Teaspoonsqty 100
- Serving plattersqty 12
- Small bowlsqty 12
- Serving spoonsqty 8
- Coffee potsqty 4
- Water jugsqty 8
Kitchen
- Coolersqty 4
- Ice cube traysqty 4
- Cutting boardsqty 4
- Chef's knifeqty 4
- Bread knivesqty 3
- Serving tongsqty 8
- Foilqty 2
- Food storage containersqty 12
Decorations
- Logo bannersqty 3
- Round table decorationsqty 8
- Name badgesqty 100
- Badge holdersqty 100
- Directional signsqty 8
- Adhesive stripsqty 2
Lighting
- LED string lightsqty 4
- LED table lampsqty 8
Cleaning
- Broomqty 2
- Dustpan and brushqty 2
- Mopqty 2
- Bucketsqty 2
- Cleaning glovesqty 6
Catering
- Groceries
Tips
- Confirm speakers before sending invitations, and set a firm deadline for presentation files. Ask for final presentations early enough to test every file on the presentation laptop and projector.
- Collect dietary requirements during registration and pass the final numbers to catering before their cutoff. Recheck the list when registrations change, rather than relying on an older spreadsheet.
- Test the complete AV setup at the venue, not just individual items. Connect the projector, screen, laptop, HDMI adapter, microphones, mixer, speakers, extension cords, and power strips before attendees arrive.
- Prepare registration materials before setup day: print the attendance list, make name badges, and place them at the registration desk in alphabetical order. Keep spare blank badges and markers available for late or walk-in attendees.
- Allow a dedicated setup block before the doors open to arrange tables, chairs, buffet tables, and high tables. Bring printed programs, tablecloths, serving items, glasses, cups, and chilled drinks to the venue in the same delivery run.
Frequently asked questions
- How far in advance should I plan a user conference?
- Start setting the date and reserving the venue at least 6 months ahead if you need several speakers or a specific room. Approach speakers immediately after the date is fixed, then set deadlines for confirmations and presentation files.
- When should I send user conference invitations?
- Send invitations once the date, venue, and basic program are confirmed, ideally 8 to 12 weeks before the conference. Keep registration open until your catering deadline, but update attendee numbers regularly.
- How much AV equipment do I need for a user conference?
- Plan one presentation laptop, projector, projection screen, HDMI cable, and the correct HDMI adapter for the main presentation setup. For spoken sessions, test at least one wireless microphone, with additional microphones and a mixer if speakers need to interact or take questions.
- When should I finalize catering and dietary requirements?
- Collect dietary requirements during registration and send the final overview to the caterer 7 to 10 days before the conference, or earlier if the caterer has a stricter deadline. Check the numbers again when catering arrives and label special meals clearly.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!