Work conference checklist: what to arrange and when

A work conference involves more than booking a room and sending invitations. You need a clear program, confirmed speakers, registration details, dietary information, catering, technical equipment and printed materials ready on time. This checklist covers 79 planning tasks and 59 items, from setting the date to checking the catering on the day. Use it to keep decisions in the right order and avoid last-minute gaps at registration, during presentations or at lunch.

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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 hall
Approach speakers and facilitators
2 people
Send invitations
2 people
Open the registration form
Process registrations
Confirm registrations
Collect dietary requirements
Pass dietary requirements to catering
Reserve catering and meals
Reserve technical equipment
Work out the program and times
2 people
Collect presentations
Prepare activities
3 people
Create group assignments
2 people
Check participant list
Print name badges
Print programs
Print handouts
2 people
Create the route and signage
Send reminder to participants
Send speaker briefing
Do the shopping
2 people
Chill drinks
2 people
Check catering
2 people
Set out worksheets and materials
2 people
Clean and clear the room
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
Load presentations onto laptop
2 people
Set up projector and screen
2 people
Connect sound and microphones
2 people
Fully test technical setup
2 people
Set out flip charts and markers
2 people
Set out coffee and tea
2 people
Prepare the lunch buffet
3 people
Prepare the evening buffet
3 people
Portion snacks
2 people
Place waste stations

Event

Receive participants
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Open work conference
Guide speakers
Provide technical support for presentations
Monitor the schedule
Facilitate workshops
4 people
Collect flip charts
2 people
Refill break drinks
2 people
Serve snacks
2 people
Collect questions from the audience
Record results by group
4 people
Open the lunch buffet
2 people
Explain the buffet and dietary options
Refill buffet
3 people
Restock crockery and glasses
2 people
Refill coffee and tea
2 people
Resume the evening program
Discuss action points in plenary
2 people
Record action items visibly
Refill drinks
2 people
Serve snacks
2 people
Close the work conference
See participants off
2 people

Aftercare

Collect tableware
3 people
Pack leftovers
2 people
Sort and remove waste
3 people
Put tables and chairs back
4 people
Power Down and Pack Up Equipment
2 people
Clear away flip charts and materials
2 people
Wash dishes
3 people
Clean the hall and kitchen
3 people
Check and clean toilets
2 people
Check borrowed items
Return equipment
2 people
Store leftover materials
Send a thank-you gift to participants
Send action points to participants
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Registration desk
Stoolsqty 6

Tableware

Coffee cupsqty 60
Glassesqty 80
Dinner platesqty 70
Dessert platesqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 60
Serving spoonsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clickerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving bowlsqty 4
Serving plattersqty 10
Serving utensilsqty 12
Cutting boardsqty 3
Chef's knifeqty 3
Food warmersqty 4
Pliersqty 6
traysqty 6

Paper goods

Name badgesqty 60
Program leafletsqty 60
Worksheetsqty 120
Notepadsqty 60
Ballpoint pensqty 70
Flipchart padsqty 8
Sticky notesqty 20
Envelopesqty 60
Printer paperqty 2
Name stickersqty 2
Pen holdersqty 8

Signage

Directional signsqty 8
Door signsqty 6
Standsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Decorations

Tableclothsqty 10
Flower arrangementsqty 6

Lighting

Standing lampsqty 4

Catering

Groceries

Tips

Set the date, venue and draft program before inviting speakers or opening registration. Confirm the hall layout, registration desk, tables, chairs and presentation area at the same time.
Open registration only after the core schedule is stable. Close or review registrations early enough to confirm attendees, check the participant list, print name badges and prepare group assignments.
Collect dietary requirements during registration and pass the final list to catering several days before the conference. Recheck the meal count after registration closes rather than relying on early estimates.
Test every presentation connection before guests arrive, including the laptop, projector, screen, HDMI cables, clicker, microphones, speakers, power strips and extension cords. Keep a backup copy of all presentations on a second device.
Send the participant reminder and speaker briefing during the final week, then chill drinks and check coffee machines, kettles, thermos flasks, cups and serving equipment before the first arrival.

Frequently asked questions

How far in advance should I start planning a work conference?: Start at least 8 to 12 weeks before the conference. Set the date and reserve the venue first, then allow time for speakers, registration, catering, equipment and printed materials.
When should I send work conference invitations?: Send invitations once the date, venue and main program are confirmed, ideally 6 to 8 weeks ahead. Keep registration open for several weeks so you can collect attendance and dietary information.
When should catering receive dietary requirements for a conference?: Send the consolidated dietary list to catering at least 5 business days before the event. Update the order after registration closes and check the final meals when catering arrives.
How early should I test conference AV equipment?: Complete a full equipment test at least 1 day before the conference, including microphones, projector, screen, laptop, cables and power. Run a short test again before participants enter the room.

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.