World summit planning checklist

A world summit needs more than a venue and a programme. This checklist takes you from confirming the date and location through speaker coordination, registration, accessibility, interpreting, catering, security and transport. Start with the decisions that affect suppliers and invitations, then work toward badges, presentations and the final visitor list. Use the full plan to keep 80 tasks and 54 required items in one place instead of discovering gaps during 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

Confirm date and location
2 people
Set the program and theme
3 people
Approach speakers
2 people
Collect speaker information
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Check visitor list
2 people
Prepare name badges
3 people
Print the program
2 people
Send speaker briefing
Collect presentations
2 people
Check presentations
2 people
Book catering
Reserve equipment
Reserve interpreting equipment
Reserve security
Reserve parking spaces
Arrange transportation for guests
2 people
Create route and safety plan
3 people
Sort badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare the reception desk
2 people
Set out the room layout
3 people
Set up tables
4 people
Set up chairs
4 people
Set up catering tables
2 people
Hang up decorations
2 people
Connect lighting and power
2 people
Set up the sound system
3 people
Connect the screens
2 people
Test microphones
2 people
Test the interpreting booths
2 people
Test Wi-Fi and the presentation network
2 people
Brief the registration team
2 people
Set up catering
4 people

Event

Welcome speakers
2 people
Register participants
5 people
Hand out badges
3 people
Serve welcome coffee
3 people
Guide the opening
2 people
Guide speakers to the room
2 people
Present presentations
2 people
Manage microphones
2 people
Distribute translation receivers
2 people
Collect the translation receivers
2 people
Set up coffee break
3 people
Serve snacks
4 people
Refill drinks
3 people
Set up the lunch buffet
5 people
Serve lunch buffet
5 people
Serve diet meals
2 people
Restock the buffet
3 people
Collect used dishes
3 people
Direct participants to parallel sessions
3 people
Moderate the Q&A session
2 people
Provide the lunch break
3 people
Guide press area
2 people
Take speaker photos
Lead the closing
2 people
Guide participant departures
3 people

Aftercare

Cool catering leftovers
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the catering tables
2 people
Clean the room
4 people
Dismantle reception desk
2 people
Remove decorations
2 people
Tear down audio equipment
3 people
Take down screens
2 people
Pack translation equipment
2 people
Check rental equipment
2 people
Return rental items
2 people
Register lost and found items
Send out speaker materials
Send participant information

What to bring

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

Furniture

Conference chairsqty 320
Beer tablesqty 12
Rectangular tablesqty 28
Registration desksqty 3
Lecternsqty 8
Coat racksqty 6
Waste binsqty 18
Buffet tablesqty 8

Tableware

Dinner platesqty 350
Dessert platesqty 350
Coffee cupsqty 350
Water glassesqty 350
Wine glassesqty 250
Forksqty 350
Knivesqty 350
Spoonsqty 350

Decorations

Table skirtsqty 24
Table runnersqty 28
Flag standsqty 12
International flagsqty 24
Name card holdersqty 320
Flower arrangementsqty 12

Equipment

Wireless microphonesqty 8
Microphone standsqty 6
Speakersqty 6
Mixing consolesqty 2
Projectorsqty 3
Projection screensqty 3
Presentation laptopsqty 3
Click presentersqty 3
Translation receiversqty 320
Translation headsetsqty 320
Interpretation boothsqty 3
Extension cordsqty 20
Power stripsqty 20
Laptop chargersqty 8

Kitchen

Coffee machinesqty 6
Kettlesqty 4
Thermos flasksqty 16
Serving plattersqty 24
Serving spoonsqty 24
Coolersqty 8
Buffet tongsqty 16

Cleaning

Cleaning cartsqty 2
Bucketsqty 6
Mopsqty 6
Microfiber clothsqty 30
Glovesqty 12
Hand sanitizer pumpsqty 12
Trash bag holdersqty 18

Lighting

LED spotlightsqty 12
Table lampsqty 12
Emergency lightsqty 6

Catering

Groceries

Tips

Confirm the date, location, programme and theme before contacting speakers or drafting invitations. Allow at least 8–12 weeks for a summit with international speakers, because interpreting, security and transport may need separate lead times.
Open registration as soon as invitations go out and ask for dietary requirements and accessibility needs in the same form. Close or review registrations at least 7 days before the event so catering, badges, seating and transport can be adjusted.
Send each speaker a briefing 2–3 weeks before the summit and collect presentations no later than 3 days before it. Check every file on the presentation laptop and test the projector, screen, microphones, speakers and mixing console together.
Treat interpreting and arrival logistics as separate workstreams. Reserve interpreting equipment, parking spaces and guest transportation early, then include the route and safety plan with the final visitor information.
Prepare name badges, the printed programme and the registration desks before the event day. Sort badges at least 2 hours before doors open, and set out coat racks, waste bins, buffet tables, tableware, water glasses and international flags before guests arrive.

Frequently asked questions

How far in advance should I plan a world summit?: Allow at least 8–12 weeks for a small or mid-sized summit, and longer if it includes international speakers, interpreting or security arrangements. Confirm the date and location first, then book suppliers before sending invitations.
When should I send world summit invitations?: Send invitations as soon as the date, location and initial programme are confirmed, ideally 6–8 weeks before the event. Keep registration open for several weeks and review the visitor list at least 7 days before the summit.
When should presentations be collected for a world summit?: Ask speakers for their presentations 2–3 weeks in advance and set a final deadline 3 days before the event. This leaves time to check fonts, videos, aspect ratios and compatibility with the presentation laptop and projection system.
How early should catering and accessibility requirements be finalized?: Collect dietary requirements and accessibility needs during registration, then give the final numbers to catering and the venue at least 7 days before the summit. Recheck late registrations and speaker changes 48 hours before doors open.

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