2 Welgemeend Street, Gardens, Cape Town 8001 082 774 5915 info@welgemeend.com

Plan your conference well by using the Welgemeend conference checklist

Organising a conference is a complex task . Here we provide you with a checklist that will help to make sure nothing gets forgotten and your conference will be outstanding.

Welgemeend conference checklist

The conference details

  •     Date
  •     Time
  •     Number of participants
  •     Build up time(from / to)
  •     Break down time(from / to)

The conference venue

  •     Check approachability and freight elevators if needed
  •      How to find the venue and directions
  •      Available parking
  •      Available Public transport to the venue
  •      Clarify legal issues (escape routes, fire alarms, permits, Insurance, closing time, etc.)
  •      Opportunities for catering purposes (storage rooms, etc.)


  • Design, printing, mailing, follow-up action
  • Conference documents
  • Documents, texts –  collect, prepare, print


  •      Conference rooms (number, size, etc.)
  •      Workshop rooms (number, size, etc.)
  •      Do you need dimming or daylight
  •      Do you need a stage

Seating style

  • Parliamentary
  • Class room style
  • Other (U-shape block, T-shape, etc.)
  • Lectern
  • Platform

Conference organisation

  • Staff (internal and external)
  • Technical requirements( Wall sockets, leads, …)
  • List of phone numbers of responsible persons
  • Name tags for participants
  • Schedule for participants and service providers
  • Decoration


  • Hostesses
  • Wardrobe
  • Cleaning
  • Security guard services
  • Building caretaker
  • Casuals
  • Waitrons


  • Screen
  • Projector
  • Flip chart (Paper and pens)
  • Pinboard
  • Slide projector
  • Audio system
  • Other technology
  • Check power cables and sockets
  • Get a quote depending on the requirements

DSL and WiFi connections

  • Communication channels (Internet, Intranet, fax, mail, courier)


  • Breakfast
  • Drinks
  • Lunch
  • Coffee Break, refreshments
  • Meeting at the end (cocktails, snacks, etc.)
  • Dinner


  • Signage
  • Product Exhibition (displays, posters, …)
  • Decoration (flowers, plants, etc.)
  • Theme Music
  • Speakers, Moderators, MC

Conference analysis

  • Create feedback questionnaire
  • Analyse feedback from participants

We really hope this checklist for conferences will help you and your event will be a great success.

Your Welgemeend Team