Care Congress planning checklist

A Care Congress needs more than a strong programme. You need to coordinate speakers, registration, dietary information, catering, presentations, room layouts and technical equipment in the right order. Start with the programme and venue, then open registration early enough to process responses and collect missing details. In the final week, check quantities, badges, presentations and cables; on the day itself, allow time to set up the registration desk and test every room.

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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 program and theme
3 people
Approach speakers
2 people
Reserve venue
Book catering
2 people
Reserve equipment
2 people
Design invitations
2 people
Set up the registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Collect presentations
Finalize the program
2 people
Design name badges
Print name badges
2 people
Order conference materials
Send confirmations
Check participant list
2 people
Confirm catering quantities
Do the shopping
3 people
Bring materials to the venue
3 people
Check venue and rooms
2 people
Collect presentations on USB
Prepare the registration desk
3 people
Mark the room layout
2 people
Set up chairs and tables
4 people
Set up stage area
2 people
Set up projector and screen
2 people
Test microphones
2 people
Test presentations
2 people
Hang up signage
2 people
Lay out name badges
2 people
Prepare coffee and tea
3 people
Set up the lunch buffet
4 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve coffee and tea
3 people
Deliver the opening presentation
2 people
Keep track of the schedule
Guide speakers
2 people
Operate technology during sessions
2 people
Collect questions from the audience
2 people
Refill drinks
3 people
Provide break service
4 people
Serve special meals separately
2 people
Serving the dinner buffet
5 people
Collect crockery and glasses
3 people
Lead the closing session
2 people
Give the closing remarks and wrap up
See participants off
3 people

Aftercare

Catering breakdown
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the rooms
4 people
Switch off the equipment
2 people
Put furniture back
4 people
Pack up materials
3 people
Return borrowed equipment
2 people
Store leftover groceries
2 people
Collect lost and found items
Archive attendance list
Send thank-you messages

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 120
Registration tablesqty 2
Bar stoolsqty 4
Speaker chairsqty 4
Dressing tablesqty 4
Coat racksqty 4
Clothes hangersqty 120

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Presentation clickersqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Mobile chargersqty 4
USB sticksqty 4
Power banksqty 4

Tableware

Coffee cupsqty 120
Tea glassesqty 120
Water glassesqty 150
Wine glassesqty 120
Dinner platesqty 130
Dessert platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 130
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Chafing dishesqty 6
Serving traysqty 10
Cutting boardsqty 4
Bread knivesqty 4
Coolersqty 4
Ice cube traysqty 6

Decorations

Tableclothsqty 16
Name badge holdersqty 130
Congress bannersqty 3
Directional signsqty 12
Flower arrangementsqty 8
Pensqty 150
Notepadsqty 150
Program bookletsqty 150
Evaluation formsqty 150
Wristbandsqty 150
Badge lanyardsqty 150
Tapeqty 8
Scissorsqty 4
Staplersqty 3
Paper stockqty 5
Markersqty 12
Clipboardsqty 8

Lighting

Standing lampsqty 4
LED string lightsqty 4

Catering

Groceries
Table numbersqty 12
Buffet platesqty 8
Serving tongsqty 12
Drink dispensersqty 6
Coffee filtersqty 300
Thermos mugs for speakersqty 10

Cleaning

Trash binsqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 12
Microfiber clothsqty 24

Tips

Set the programme and theme before approaching speakers or designing invitations. This gives speakers a clear brief and leaves enough time to collect their information and presentations.
Open the registration form as soon as the venue, date and main programme are confirmed. Review registrations regularly rather than waiting until the final week, especially for dietary requirements.
Confirm catering quantities after checking the participant list, not just the number of invitations sent. Recheck the final headcount close to the event so coffee, tea, water and meals match actual registrations.
Collect presentations before the congress and bring them on a USB stick as a backup. Test each laptop, projector, screen, microphone, HDMI cable and adapter in the room where it will be used.
Set up the registration desk before guests arrive, with name badges and participant information ready. Mark the room layout in advance and keep chargers, power banks, extension cords and power strips accessible rather than packed away.

Frequently asked questions

How far in advance should I start planning a Care Congress?: Start at least 12 to 16 weeks before the congress. Secure the venue and programme first, then allow several weeks for speaker confirmations, invitations and registrations.
When should I send Care Congress invitations?: Send invitations around 8 to 10 weeks before the event, once the date, venue and main programme are stable. Set a registration deadline about 10 to 14 days before the congress so you can confirm catering and prepare badges.
How many days before a Care Congress should presentations be collected?: Ask speakers for their presentations at least 5 to 7 days beforehand. Bring all files on a USB stick and check them on the event laptops before the first session.
When should I check the equipment and room setup?: Check the venue, room layout and technical equipment on the day before the congress if possible, then test microphones and presentations again at least 60 minutes before registration opens.

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.