Children’s Congress Checklist

A children’s congress needs more coordination than a standard meeting: several workshop rooms, group assignments, permissions, dietary information and clear supervision all have to line up. Start with the date, programme and venue, then work through speakers, registration and safeguarding details before ordering supplies. In the final week, confirm attendance and catering quantities, test every presentation setup and prepare materials by workshop. This checklist gives you the order of work, including details that are often left until the last minute.

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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 the venue and rooms
2 people
Confirm speakers and facilitators
2 people
Define workshop topics
3 people
Create the registration form
Send invitations
2 people
Process registrations
2 people
Collect permissions
2 people
Collect dietary requirements
Check emergency contacts
2 people
Create group assignments
2 people
Set up the workshop rooms
2 people
Order catering
2 people
Test the equipment
2 people
Print the program
Prepare name badges
2 people
Sort workshop materials
3 people
Fill the welcome bags
3 people
Make route signs
Print the registration list
Confirm catering quantities
Do the shopping
3 people
Chill drinks
2 people
Bring materials to the venue
3 people

Event

Open venue
2 people
Set up the reception desk
3 people
Check room layout
2 people
Set up tables and chairs
5 people
Lay out registration materials
2 people
Set up workshop tables
4 people
Hang up decorations
3 people
Set up the projector and screen
2 people
Connect sound equipment
2 people
Set out coffee and tea
2 people
Set up the lunch buffet
4 people
Conduct a safety check
2 people
Brief chaperones
3 people
Welcome speakers
2 people
Register participants
4 people
Hand out name badges
3 people
Hand out welcome bags
2 people
Guide children to rooms
5 people
Handle the opening
2 people
Guide presentation
2 people
Lead the first workshop
8 people
Serve break drinks
3 people
Refill drinks
2 people
Lead the second workshop
8 people
Check allergen information
2 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Clear tables
4 people
Support the evening program
4 people
Refill drinks
2 people
Deliver the closing presentation
2 people
Guide children to the pickup point
5 people
Sign off parents or supervisors
3 people
Collect lost and found items
2 people

Aftercare

Collect materials
4 people
Sort waste
3 people
Wash dishes
4 people
Clear up the rooms
5 people
Put tables and chairs back
5 people
Switch off equipment
2 people
Clean the kitchen
3 people
Check toilets
2 people
Lock up the venue
2 people
Chill leftover food
2 people
Return materials
3 people
Return borrowed equipment
2 people
Clear away leftover stock
2 people
Delete participant information
Send thank-you messages
2 people

What to bring

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

Furniture

Registration tablesqty 2
Work tablesqty 18
Chairsqty 125
Foldable tablesqty 6
Tableclothsqty 20
Coat racksqty 4
Bollardsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 100
Dinner platesqty 130
Deep platesqty 130
Cutlery setsqty 140
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 8

Equipment

Laptopsqty 3
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Charging cablesqty 8
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Serving tongsqty 10
Bread basketsqty 8
Food containersqty 20
Induction hobsqty 2
Pansqty 4
Cutting board matsqty 6

Decorations

Balloonsqty 150
Balloon pumpqty 3
Buntingqty 12
Colorful table decorqty 20
Directional signsqty 20
Welcome sign
Sticky tackqty 6
Painter's tapeqty 8

Catering

Name badge holdersqty 130
Welcome bagsqty 125
Lunch bagsqty 125
Groceries

Cleaning

Bucketsqty 6
Cleaning mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 30
Rubber glovesqty 12
Waste binsqty 12
Waste sorting binsqty 6

Paper goods

Participant listsqty 10
Program flyersqty 140
Workshop worksheetsqty 150
Name badgesqty 140
Notebooksqty 130
Pen setsqty 140
Colored pencilsqty 20
Markersqty 20
A4 paperqty 1000
Flipchart padsqty 8
Sticky notesqty 40
Tapeqty 10
Scissorsqty 20
Glue sticksqty 30
Pensqty 30
Whiteboard markersqty 30
Clipboardsqty 20

Safety

First aid kitsqty 2
Iconsqty 30
Flashlightsqty 6
High-visibility vestsqty 12
Wristbandsqty 150

Tips

Set the registration deadline at least 10 to 14 days before the congress. That gives you time to process registrations, collect permissions and dietary requirements, check emergency contacts and create balanced group assignments.
Assign each workshop room before printing the programme. Check that every room has enough work tables and chairs, and match the equipment to the session: laptops, a projector and screen, microphones or speakers where needed.
Test the full presentation setup at the venue at least one day before the event. Connect the HDMI cables, extension cords and power strips, charge laptops and microphones, and keep charging cables and power banks available as backups.
Confirm catering quantities after registration closes, not when invitations are sent. Plan separate options from the collected dietary requirements, chill drinks before opening time, and check that cups, plates, cutlery and serving utensils are ready.
Prepare an event-day control pack before leaving for the venue: the printed registration list, programme, name badges, group assignments, emergency contacts and route signs. Bring workshop materials by room and open the venue early enough to set up registration before children arrive.

Frequently asked questions

How far in advance should I organise a children’s congress?: Start planning at least 8 to 12 weeks before the congress. Confirm the venue, programme, speakers and facilitators first, then open registration early enough to collect permissions and dietary information before the final two weeks.
When should parents return permission forms for a children’s congress?: Set the deadline 10 to 14 days before the event. Use the remaining time to follow up missing forms, verify emergency contacts and finalise group assignments without changing the programme at the last minute.
How many workshop rooms do I need for a children’s congress?: Plan one suitable room for each workshop running at the same time, plus any shared welcome or catering space. Finalise the room plan after registrations close, when you know the group sizes and can check that each room has enough chairs and work tables.
When should I order catering for a children’s congress?: Place the initial catering order about 3 to 4 weeks ahead, then confirm quantities 7 to 10 days before the congress. Base the final count on processed registrations and the collected dietary requirements, including children, facilitators and speakers.

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