The Complete Conference Hire Checklist

Conference hire covers more ground than most events: delegates arrive expecting a registration process, a working AV setup, comfortable seating for hours at a time, and catering that runs on a schedule. Here's a checklist that covers each stage.

Arrival and registration

• Reception or registration desk at the entrance
• Bar stools or chairs for registration staff
• Signage stands or poseur tables for a welcome area

Main session seating

• Conference chairs — padded seating holds up better than folding chairs for sessions over an hour
• Trestle or banqueting tables if delegates need workspace
• Lectern or podium for speakers

AV and presentation

• Pull-up projector screens
• iPad stands for interactive displays or sign-in
• Power and cabling runs, checked against your venue's layout

Breaks and catering

• Poseur tables for tea and coffee breaks
• Catering equipment if food is served on-site rather than by an external caterer
• Crockery, glassware and linen for a working lunch

Booking timeline

September to November is peak conference season, so book your furniture and AV as soon as your delegate numbers are confirmed rather than the week before. You can also spread the cost with Klarna's pay-in-3 option at checkout.

Browse our conference and exhibition hire range or get in touch for a quote.

More conference planning guides

• Get ready for conference season
• Conference hire budget guide
• Event & production agency hire
• Corporate Event Hire hub