Art congress checklist: what to arrange and when

An art congress combines a programme, speakers, attendee registration and an exhibition, so several deadlines run alongside each other. Start by fixing the programme and confirming speakers before you publish invitations or promotional materials. Registration then drives badges, dietary information, catering and directions. In the final days, check every presentation, test the projector and microphones, and set up the registration desk and exhibition space before guests arrive.

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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

Finalize the program
2 people
Confirm speakers
2 people
Send invitations
2 people
Open the registration form
Publish promotional materials
2 people
Collect speaker information
Collect presentations
Collect dietary requirements
Process registrations
2 people
Prepare badges
2 people
Print name badges
Send directions
Confirm reservations
Order catering
2 people
Test the equipment
2 people
Check presentations
2 people
Inform exhibitors
Do the shopping
3 people
Check materials
2 people
Sort badges
2 people
Set up the presentation room
3 people
Set up registration desk
2 people
Set up the exhibition space
4 people
Place artworks
4 people
Lay out the catalogs
2 people
Set up chairs
3 people
Dress the stage table
2 people
Hang up signage
2 people
Direct light onto artworks
2 people
Connect the sound system
2 people
Test the projector and screen
2 people
Test microphones
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Chill drinks
2 people
Check catering
2 people
Briefing for reception team
2 people
Brief the technical team
2 people
Brief catering team
2 people

Event

Open the doors
3 people
Register visitors
4 people
Hand out badges
2 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Announce the speakers
Present presentations
2 people
Moderate audience Q&A
Refill drinks
2 people
Refill coffee and tea
2 people
Serve break snacks
3 people
Explain the exhibition
2 people
Set up lunch buffet
3 people
Serve the buffet
4 people
Serve diet meals
2 people
Clear used dishes
3 people
Support the evening program
2 people
Serve the networking drinks reception
3 people
Inform visitors about departure
2 people

Aftercare

Secure artworks
4 people
Switch off the equipment
2 people
Dismantle the exhibition space
4 people
Put furniture back
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the rooms
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Archive speaker files
Export the participant list
Send thank-you messages
2 people
Share photos with permission

What to bring

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

Furniture

Registration tablesqty 3
Buffet tablesqty 8
Chairsqty 180
Stage tableqty 2
Lectern
Coat racksqty 4
Bollardsqty 8
Exhibition wallsqty 20
Pedestal Blocksqty 12
Presentation tablesqty 12
Lounge chairsqty 12

Tableware

Coffee cupsqty 180
Glassesqty 250
Platesqty 220
Cutlery setsqty 220
Serving traysqty 20
Serving plattersqty 16
Coffee potsqty 8
Teapotsqty 6

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 10
Power stripsqty 10
HDMI cablesqty 4
Presentation clickersqty 3
USB sticksqty 4
Cable traysqty 12
Flashlightsqty 4

Lighting

LED spotlightsqty 12
Standing lampsqty 6
Light standsqty 6

Decorations

Name badgesqty 20
Direction signsqty 12
Program postersqty 10
Banner standsqty 4
Table runnersqty 12
Flower arrangementsqty 8
Photo framesqty 20
Art hooksqty 120
Mounting tapeqty 8

Kitchen

Coolersqty 6
Water jugsqty 12
Thermos flasksqty 10
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 12
Food containersqty 20
Serving tongsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mop setsqty 3
Cleaning cartsqty 2
Toilet brushesqty 4

Catering

Groceries

Tips

Finalize the programme and confirm speakers before opening registration. Collect speaker details and presentations early, then check the files on the actual laptop and projector rather than waiting for the event day.
Open registration as soon as the programme is stable and review registrations regularly. Collect dietary requirements before ordering catering, and prepare name badges from the final attendee list rather than printing them too early.
Send directions and confirm reservations before the congress. Include practical arrival information, and allow time to place bollards, coat racks and the registration tables before doors open.
Test the full presentation setup at least one day ahead: laptop, projector, projection screen, HDMI cables, clicker, microphones, mixer and speakers. Keep extension cords and power strips available, and test wireless microphones from the stage and audience area.
Set up the exhibition before registration begins. Position exhibition walls, pedestal blocks and artworks first, then place catalogs; sort badges and lay out the registration desk while the presentation room is being prepared.

Frequently asked questions

How far in advance should I plan an art congress?: Start at least 8 to 12 weeks before the event. Use the first weeks to finalize the programme, confirm speakers, open registration and arrange the venue, exhibition and catering.
When should I collect presentations from speakers?: Ask for presentations 5 to 7 days before the congress. Check every file on the event laptop and projector, and keep a final copy ready before the room is set up.
When should I order catering for an art congress?: Order catering once registrations and dietary requirements are sufficiently stable, usually 7 to 10 days beforehand. Confirm the final headcount and special requirements again 2 to 3 days before the event.
What should I test before an art congress presentation?: Test the complete setup at least one day before: laptop, projector, screen, HDMI cables, clicker, microphones, mixer and speakers. Allow 30 to 60 minutes for testing and keep spare power and connection options available.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.