Architecture Congress Checklist

An architecture congress depends on more than a strong programme. You need confirmed speakers, a working registration process, clear visitor information, reliable presentation files, and a venue set up for both sessions and networking. Start with the date and programme, then work outward to speakers, invitations, catering, technical checks, and printed materials. This checklist covers the details that are easy to postpone, including dietary requirements, backup presentations, name badges, directions, parking information, and the registration desk.

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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 program and date
2 people
Reserve venue
Approach speakers
2 people
Confirm speakers
Request presentations
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Update visitor list
Prepare name badges
2 people
Print the program
Create directions
Send parking information
Book catering
2 people
Put together the lunch menu
2 people
Record vegetarian options
Check reservations
Test technical equipment
2 people
Collect presentations
Create backup presentations
Sort name tags
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare the registration desk
2 people
Set up the presentation room
3 people
Set up chairs
4 people
Set up tables
3 people
Set up the stage table
2 people
Set up the projector and screen
2 people
Test microphones
2 people
Set up lighting
2 people
Set up presentations
Set up information points
2 people
Place programs
2 people
Lay out name badges
2 people
Set up coffee station
2 people
Set up lunch buffet
4 people
Check catering
2 people
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Hand out name badges
2 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Announce the speakers
Provide technical support for presentations
2 people
Manage microphones
Moderate audience Q&A
Refill coffee and tea
2 people
Refill drinks
2 people
Serve break snacks
3 people
Serve lunch buffet
5 people
Restock the buffet
3 people
Serve diet meals
2 people
Set up the networking drinks reception
3 people
Host the networking drinks reception
3 people
Remove waste regularly
2 people
Check out visitors
2 people
See off speakers
2 people

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Tear down the buffet
3 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Clean the room
3 people
Check toilets
Sort borrowed materials
2 people
Return equipment
2 people
Return furniture
3 people
Store leftover groceries
2 people
Archive registration details
Send thank-you emails

What to bring

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

Furniture

Conference chairsqty 140
Rectangular tablesqty 16
Tall cocktail tablesqty 10
Stage tableqty 2
Speaker chairsqty 6
Dressing room racksqty 2
Clothes hangersqty 30
Waste binsqty 12

Tableware

Water glassesqty 160
Wine glassesqty 160
Coffee cupsqty 160
Coffee spoonsqty 160
Dinner platesqty 160
Dessert platesqty 160
Dinner cutlery setsqty 160
Serving spoonsqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Power stripsqty 10
Extension cordsqty 10
USB sticksqty 4
Flip chartsqty 4
Flipchart markersqty 24
Laser pointerqty 2
Rechargeable batteriesqty 16

Registration

Registration tablesqty 3
Name badgesqty 140
Badge holdersqty 140
Lanyardsqty 140
Clipboardsqty 6
Ballpoint pensqty 30
Registration signsqty 3
Program foldersqty 140
Wristbandsqty 140

Decorations

Conference bannersqty 4
Directional signsqty 12
Info panelsqty 6
Tableclothsqty 20
Speaker name placardsqty 6
Program postersqty 8
Plantsqty 12

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 16
Serving tongsqty 10
Cutting boardsqty 4
Chef's knivesqty 4
Bread basketsqty 8
Drink dispensersqty 4
Ice packsqty 24

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 30
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the programme and date before approaching speakers, then allow at least 6–8 weeks for confirmations, presentation requests, invitations, and registration.
Close or review registrations several times during the final two weeks. Use the latest visitor list to prepare name badges, check reservations, and record dietary requirements for catering.
Request presentations before the congress and create a backup set on a laptop and USB sticks. Test the projector, screen, HDMI connections, adapters, microphones, speakers, mixer, and clicker before attendees arrive.
Send directions and parking information at least 7 days in advance. Include the registration opening time so visitors know when to arrive and where to collect their name badge.
Plan the venue layout around conference chairs, tables, speaker seating, and networking areas. Chill drinks and prepare the registration desk on the day itself, while checking glasses, cups, plates, cutlery, serving utensils, waste bins, and power access.

Frequently asked questions

How far in advance should I organise an architecture congress?: Start planning at least 3–6 months ahead, especially if the congress needs a specific venue or several speakers. Set the date and programme first, then reserve the venue and begin speaker outreach.
When should speakers confirm their presentations?: Ask for presentation files no later than 7 days before the congress, with a final collection deadline 2–3 days before the event. Keep backup copies on both the event laptop and USB sticks.
When should registration close for an architecture congress?: Close registration or make a final attendee review 3–5 days before the congress. This gives you time to update the visitor list, prepare name badges, confirm reservations, and send the final catering numbers.
How early should catering be booked for an architecture congress?: Book catering at least 3–4 weeks in advance and provide the final headcount 3–5 days before the event. Collect vegetarian options and other dietary requirements during registration rather than at the last minute.

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