Care Congress planning checklist

A Care Congress involves more than booking a room and inviting speakers. You need to coordinate the program, speaker details, registrations, dietary requirements, room layout, presentations, catering, and technical equipment. Start with the date, venue, and program, then work toward invitations and registration tracking. In the final days, focus on badges, printed materials, presentation files, food, drinks, and an on-site equipment check.

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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
Confirm the venue and room layout
2 people
Approach speakers
2 people
Collect speaker information
Draft invitations
2 people
Send invitations
Process registrations
2 people
Collect dietary requirements
Update attendance list
Prepare name badges
2 people
Print programs
Send directions
Confirm reservations
Place catering order
Test the equipment
2 people
Collect presentations
Check presentations
2 people
Sort badges
2 people
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare catering
3 people
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Lay out name badges
Lay out the programs
Set up the stage and speaking area
3 people
Set up projector and screen
2 people
Set up microphones
2 people
Set up lighting
Set up presentations
Set up coffee station
2 people
Set up buffet tables
3 people
Arrange snacks on platters
2 people
Carry out the final technical test
2 people
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Guide the opening
2 people
Provide technical support for presentations
2 people
Guide speakers
2 people
Collect questions from the audience
2 people
Refill drinks
2 people
Set up coffee break
3 people
Serve coffee break
3 people
Restock the buffet
3 people
Clear the break room
2 people
Moderate panel discussion
2 people
Set up the dinner buffet
4 people
Open the dinner buffet
3 people
Serve diet meals
2 people
Collect crockery and glasses
3 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
3 people
Thank speakers
2 people
See off the last visitors
2 people

Aftercare

Switch off equipment
2 people
Tear down the buffet
3 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Put furniture back
3 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Return equipment
2 people
Store leftover catering
2 people
Collect supplier invoices
Send thank-you message
Archive presentations
Store attendance data

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Registration desk
Lectern
Lounge armchairsqty 8
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Wi-Fi hotspot

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Coffee spoonsqty 130
Dinner forksqty 130
Dinner knivesqty 130
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Buffet warmersqty 6
Aluminum serving traysqty 12

Decorations

Tableclothsqty 16
Name badgesqty 130
Name badge holdersqty 130
Program leafletsqty 130
Directional signsqty 12
Information bannersqty 4
Flower arrangementsqty 8
Notepadsqty 130
Ballpoint pensqty 150

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 4
Dustpan and brushqty 3
Cleaning clothsqty 20
Dish brushesqty 4

Catering

Groceries

Tips

Confirm the room layout before ordering furniture. Check where the registration desk, lectern, projection screen, buffet tables, coat racks, and lounge seating will go, then make sure the planned number of chairs fits the room.
Set a firm deadline for speaker information and presentations. Collect slide decks before the event so you have time to check file formats, embedded videos, aspect ratio, and whether the laptop needs USB-C adapters or HDMI cables.
Close registration details early enough to place an accurate catering order. Keep dietary requirements in the attendance list and confirm the final number with the caterer rather than relying on early invitation responses.
Prepare badges and printed programs from the latest attendance list, not from the first registration export. Sort badges alphabetically or by registration type and keep a small number of blank badges for last-minute changes.
Test the full audio-visual setup in the actual room before guests arrive. Check the projector, screen, wireless microphones, mixer, speakers, clicker, extension cords, power strips, Wi-Fi hotspot, and coffee machines rather than testing each item separately.

Frequently asked questions

How far in advance should I organize a Care Congress?: Set the date, venue, and program at least 8 to 12 weeks before the congress. Approach speakers early, then allow several weeks for invitations, registrations, catering estimates, and technical planning.
When should I send Care Congress invitations?: Send invitations around 6 to 8 weeks before the event, once the main program and venue details are confirmed. Set an RSVP deadline at least 10 to 14 days before the congress so you can update attendance numbers and dietary requirements.
When should I order catering for a Care Congress?: Place the catering order after the RSVP deadline, usually 7 to 10 days before the event. Confirm the final headcount, dietary requirements, serving time, plates, glasses, cutlery, and coffee service in the same conversation.
How early should I test the equipment for a Care Congress?: Run a complete equipment test 1 to 2 days before the congress and repeat the essential checks on the event morning. Test presentations on the actual laptop and projector, and verify microphones, speakers, cables, adapters, and power supplies.

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.