Citizens' Congress planning checklist

A Citizens' Congress depends on more than a programme and a room. You need to coordinate speakers, registrations, dietary requirements, volunteers, catering and presentation equipment before the doors open. This checklist puts the work in a practical order, from choosing the date and venue to setting up the registration desk and checking the hall. Use it to see what needs a decision early and what can wait until the final week.

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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 hall
Approach speakers
2 people
Confirm speaker schedule
2 people
Create a registration form
Send invitations
2 people
Publish promotion
2 people
Process registrations
2 people
Collect dietary requirements
Schedule volunteers
2 people
Reserve equipment
Order catering
2 people
Publish the program online
Design name badges
Print name badges and lists
2 people
Collect presentations
Update participant list
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Send speaker briefing
Print the route and welcome sign
Open hall
2 people
Check the hall and foyer
2 people
Set up tables and chairs
6 people
Set up registration desk
3 people
Lay out name badges
2 people
Set up the stage table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Test sound system
2 people
Test presentations
2 people
Hang up signage
2 people
Set out coffee and tea
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up buffet and break tables
4 people
Brief volunteers
3 people

Event

Staff the registration desk
3 people
Receive participants
4 people
Explain the program
Give the opening speech
Guide speakers
2 people
Support presentations
2 people
Manage microphones
2 people
Collect questions from the audience
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
3 people
Collect waste during breaks
2 people
Guide workgroups
6 people
Distribute workshop materials
3 people
Collect notes
3 people
Set up the dinner buffet
5 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Collect tableware
3 people
Lead the closing debate
2 people
Handle the closing
See participants off
3 people
Collect lost items
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
4 people
Take down the buffet
4 people
Take down tables and chairs
6 people
Dispose of waste
3 people
Clean the room
4 people
Check toilets
2 people
Lock up the venue
2 people
Return equipment
2 people
Store leftover materials
2 people
Archive speaker files
Send thank-you message
Follow up on participant information
2 people

What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 18
Stage tableqty 2
Stoolsqty 6
Registration deskqty 2
Buffet tablesqty 6
Coat racksqty 4
Coolersqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Pliersqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Flip chartsqty 6
Flipchart markersqty 24
Audio recordersqty 2
Walkie-talkiesqty 6
Power banksqty 4
USB sticksqty 4

Decorations

Tableclothsqty 18
Stage backdrop
Congress bannerqty 2
Name badge holdersqty 120
Pen holdersqty 18
Plant decorationqty 8

Lighting

Standing lampsqty 4
LED string lightsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Waste binsqty 10
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before approaching speakers. Once the hall and timetable are clear, speakers can confirm a realistic slot instead of having to revise it later.
Open registration early enough to collect dietary requirements and update the participant list. Check the numbers again before ordering catering, printing name badges and arranging chairs and tables.
Send speakers a briefing with their arrival time, speaking slot and presentation deadline. Collect the presentations before the event so the laptop, projector and projection screen can be tested with the actual files.
Schedule volunteers for registration, room changes and practical support rather than leaving all tasks to one organiser. Prepare the registration desk, name badges, printed lists, route information and welcome sign before the hall opens.
Check equipment and catering separately during the final preparation. Test wireless microphones, microphone stands, speakers and the projector, then confirm that coffee machines, kettles, thermos flasks and food warmers are ready where they will be used.

Frequently asked questions

How far in advance should I organise a Citizens' Congress?: Set the date and reserve the venue at least 8 to 12 weeks before the congress. Approach speakers immediately afterwards, then allow several weeks for invitations, registration and programme updates.
When should registration open for a Citizens' Congress?: Open registration as soon as the date, venue and first programme details are confirmed, usually 6 to 8 weeks before the event. Close or review registrations 5 to 7 days beforehand so you can finalise catering, badges and seating.
When should I order catering for a Citizens' Congress?: Place the catering order after registrations have been checked and dietary requirements collected, normally 7 to 10 days before the event. Confirm the final headcount and special meals again 2 to 3 days before the congress.
When should the hall be set up for a Citizens' Congress?: Open and check the hall on the event day at least 2 hours before participants arrive. Set up the registration desk, tables, chairs, signage and equipment first, leaving time to test microphones, speakers and the projector.

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.