Anniversary congress checklist: what to arrange and when

An anniversary congress needs more than a venue, speakers and a programme. You also need a reliable registration process, presentation checks, dietary information, name badges, room layouts and working AV equipment. Start with the date and programme, then secure the venue and catering before opening registration. In the final week, focus on attendee details, deliveries, technical testing and the run sheet so the event day is spent welcoming people rather than solving preventable problems.

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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 venue
Book catering
Confirm speakers
2 people
Send invitations
2 people
Open the registration form
Publish the program
Inventory equipment
2 people
Collect presentations
Process registrations
2 people
Collect dietary requirements
Design name badges
Check visitor list
2 people
Print name badges
Share route and parking
Print the run sheet
2 people
Confirm deliveries
Do the shopping
2 people
Chill drinks
2 people
Test presentations
2 people
Collect materials
3 people

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Set up registration desk
2 people
Lay out name badges
2 people
Decorate the reception area
3 people
Hang up signage
2 people
Set up presentations
2 people
Test microphones
2 people
Test the projector and screen
2 people
Set out coffee and tea
3 people
Set up the lunch buffet
4 people
Set up the cloakroom
2 people
Brief the registration team
2 people
Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
3 people
Deliver the welcome speech
Support the conference program
2 people
Assist speakers
2 people
Refill drinks
2 people
Serve break snacks
3 people
Collect trash during the break
2 people
Serve lunch buffet
4 people
Restock the buffet
3 people
Clear dishes and glasses
3 people
Set up anniversary program
3 people
Deliver the anniversary speech
Take Anniversary Photo
2 people
Serve snacks
3 people
Serve drinks
4 people
Refill drinks during the reception
2 people
Clear away glasses and tableware
3 people
Assist with farewell and cloakroom
2 people
See off the last visitors
2 people

Aftercare

Store leftovers safely
2 people
Take down the decorations
3 people
Put furniture back
4 people
Switch off equipment
2 people
Wash dishes and glassware
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return borrowed materials
2 people
Collect lost property
Send thank-you message
Share photos

What to bring

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

Furniture

Cocktail tablesqty 10
Buffet tablesqty 8
Conference chairsqty 90
Speaker table
Coat racksqty 3
Waste binsqty 8

Tableware

Dinner platesqty 100
Dessert platesqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 100
Dinner cutlery setsqty 100
Serving spoonsqty 12
Serving plattersqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clickerqty 2
Power banksqty 4

Catering

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coffee urnsqty 2
Coolersqty 6
Ice cube traysqty 4
Chafing dishesqty 6
Serving bowlsqty 12
Bread basketsqty 8
Drink dispensersqty 3
Corkscrewsqty 4
Bottle openersqty 4
Serving traysqty 8

Registration

Registration tablesqty 2
Name card holdersqty 4
Pensqty 30
Clipboardsqty 6
Badge holdersqty 100
Table numbersqty 12

Decorations

Table runnersqty 12
Flower arrangementsqty 10
Balloon bouquetsqty 6
Anniversary banner
Photo backdrop
Photo booth propsqty 20
LED candlesqty 24
Plantsqty 8

Lighting

LED spotlightsqty 6
String lightsqty 4
Batteriesqty 24

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4
Toilet brushesqty 4

Groceries

Groceries

Tips

Set the date, programme and venue before sending invitations. Keep the registration form ready to collect attendance and dietary requirements from the start, rather than chasing these details by email later.
Collect every presentation before the final week and test the laptop, projector, screen, HDMI cables, microphones, speakers and mixer together. A presentation that works on a speaker’s own laptop may still fail in the congress setup.
Confirm the room layout against the programme, including conference chairs, cocktail tables, buffet tables, the speaker table and coat racks. Check that the stage and podium table leave clear routes for attendees and presenters.
Print name badges only after checking the visitor list, and prepare a small number of blank badges for late changes. Share the route and parking information before the event so registration staff are not answering the same directions all morning.
Confirm catering deliveries and equipment at least one working day before the congress. Chill drinks, check coffee machines, kettles and thermos flasks, and place plates, glasses, cutlery and serving items where staff can find them quickly.

Frequently asked questions

How far in advance should I start planning an anniversary congress?: Start at least 12 weeks before the congress if you need a venue, catering and external speakers. Set the date and programme first, then reserve the venue and confirm speakers before opening registration.
When should I open registration for an anniversary congress?: Open registration as soon as the date, venue and basic programme are confirmed, usually 8 to 10 weeks before the event. Keep the form open long enough to collect dietary requirements and produce an accurate visitor list.
When should presentations be collected and tested?: Collect final presentations no later than 5 working days before the congress and run a full technical test 1 to 2 days beforehand. Check every file on the event laptop with the projector, screen, clicker and microphones.
What should be checked on the morning of the congress?: Allow at least 2 hours before guests arrive to open the venue, check the rooms, set up tables and chairs, test the AV equipment, place name badges and confirm deliveries. Print the run sheet and keep one copy at registration and one backstage.

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