Conference Supplies Checklist for Event Planners 

Planning a conference can be a monumental task, requiring meticulous attention to detail to ensure everything runs smoothly. From choosing the right venue to coordinating schedules and speakers, there’s a lot to juggle. One crucial aspect that can make or break your event is having the right supplies on hand. Here’s a comprehensive checklist to help event planners stay organised and prepared

1- Conference Name Badges 

Name badges are essential for fostering networking and ensuring security. Customised lanyards can double as a branding opportunity. Consider including: 

• Pre-printed name badges for attendees, speakers, and staff
• Printed Lanyards with your event’s logo.
• Badge holders to protect name tags

2- Event Registration signs and Banners

The registration area is the first point of contact for attendees. Make sure it’s efficient and welcoming with: 

• Sign-in sheets or registration software 
• Pens, markers, and clipboards 
• Welcome packets or goody bags 
• Directional signage to guide attendees

3- Conference Lanyards

Equip each conference room with the necessary tools to keep sessions running smoothly:

• Projectors and screens
• Microphones and speakers
• Extension cords and power strips
• Flip charts, markers, and erasers
• Laser pointer

4- Printed Materials

Printed materials play a vital role in providing information and keeping attendees engaged. Ensure you have:

• Event programs and schedules
• Session handouts and brochures
• Business cards for staff
• Feedback forms or surveys

5- Technical Support

Technical difficulties can disrupt your event. Ensure you have:

• Technical support staff on-site
• Backup equipment such as laptops and tablets
• Wi-Fi access details and support
• Charging stations for devices

6- Health and Safety Supplies

In today’s climate, health and safety are paramount. Be prepared with:

• Hand sanitisers and disinfectant wipes
• Face masks and gloves
• First aid kits
• Signage for health protocols and emergency exits

7- Branded Promotional Gifts and Giveaways

A promotional giveaway table is a tried-and-true way to give people a fun (and functional) keepsake to take home from your event. You can even allow attendees to assemble their own gift bags or boxes!

• Drinkware: Find sports bottles, mugs, insulated cup and more.
• Branded Event Bags: Add your branding to convention totes, eco-friendly bags and more.
• Writing and Stationary: Make it easy to jot down notes and key takeaways.
• Technology Gifts: Add branded earbuds, power banks and more to their gift bag.
• Apparel and Accessories: Make custom stickers, buttons, wristbands and shirts.

8- Decoration and Ambiance 

Create a welcoming and professional atmosphere with:

• Banners and posters
• Tablecloths and centrepieces
• Lighting to enhance the venue
• Comfortable seating arrangements

9- Networking Tools

• Business card holders– featuring QR codes that link to digital profiles or color-coded tags indicating specific interests or industries.
• Social media boards or photo booths- Create and promote a unique event hashtag. Display this hashtag prominently on all event materials, including signage and digital platforms, to encourage attendees to use it in their posts.

10- Office Supplies

If there’s one thing every planner needs, it’s an all-inclusive “tackle box” filled with office supply essentials to take to every event. While your venue likely has these items on hand, it’s best to save yourself the time and frustration of tracking them down when your registration desk starts to get busy.

• Pens
• Dry erase markers
• Permanent markets
• Highlighters
• Glue sticks
• Notebooks

Preparation is key to executing a successful conference. By ensuring you have all the necessary supplies, you can create a seamless and memorable experience for your attendees. Use this checklist to stay organised and cover all bases, allowing you to focus on delivering a top-notch event. Remember, the details matter, and being well-prepared is the first step to a flawless conference.

For all your conference supply needs, ID&C is here to help. Our wide range of customisable products ensures that your event stands out and runs smoothly. Contact us today to learn more about how we can support your next event!