Culture Congress Checklist

A culture congress needs more than a confirmed program and a room. You also need a reliable registration process, complete speaker information, working presentation equipment, clear room layouts, and a practical run sheet. Start with the venue and program, then move to speakers, invitations, catering, and technical checks. In the final week, print visitor lists, sort name badges, brief speakers and volunteers, and prepare refreshments so the event day does not depend on last-minute decisions.

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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
Send invitations
2 people
Open the registration form
Confirm Venue Availability
Make reservations
Confirm the catering menu
2 people
Collect dietary requirements
Process registrations
2 people
Collect speaker information
Collect presentations
Check technical requirements
2 people
Work out the floor plan
2 people
Determine room layout
2 people
Finalize the run sheet
2 people
Make name badges
2 people
Print the visitor list
Sort badges
2 people
Send speaker briefing
Prepare the press and photo list
Schedule volunteers
Order catering quantities
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Load in equipment
3 people
Open venue
2 people
Clean the rooms
3 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Hang signs
2 people
Hang up decorations
3 people
Connect the technical equipment
3 people
Set up presentations
2 people
Perform sound check
2 people
Test the projector
2 people

Event

Welcome speakers
2 people
Brief speakers
2 people
Staff registration
3 people
Manage reception
3 people
Serve coffee and tea
3 people
Lead the opening session
3 people
Set up speakers
Supervise parallel sessions
6 people
Collect questions from the audience
2 people
Refill drinks
2 people
Serve break snacks
3 people
Restock the coffee station
2 people
Moderate the panel discussion
3 people
Pass around the microphones
2 people
Set up drinks
4 people
Serve snacks
4 people
Serve drinks
3 people
Set up buffet
5 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Serve dessert
3 people
Support the closing program
3 people
Give a thank-you gift to speakers
2 people
Assist with farewell and cloakroom
3 people
Serve the final drinks
2 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Take down the buffet
4 people
Switch off the equipment
2 people
Dismantle tables and chairs
4 people
Clean the rooms
4 people
Pack equipment
3 people
Remove decorations
2 people
Hand over the venue
2 people
Chill leftover food
2 people
Wash dishes
3 people
Dispose of waste
2 people
Return borrowed items
2 people
Return equipment
2 people
Send speaker thank-yous
Send thank-you email to attendees
Archive presentations

What to bring

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

Furniture

Chairsqty 120
Foldable tablesqty 14
Registration tablesqty 2
Coat racksqty 4
Lounge armchairsqty 12
Side tablesqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 150
Dinner platesqty 120
Cutlery setsqty 150
Serving plattersqty 16
Pitchersqty 12
Serving traysqty 8

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Speakersqty 4
Mixer
Wireless presentation setqty 2
HDMI cablesqty 4
HDMI adaptersqty 6
Power stripsqty 12
Extension cordsqty 10
Charging stationsqty 2
Digital timersqty 3
Label printer

Kitchen

Coffee machinesqty 3
Hot drink urnsqty 8
Soup kettlesqty 3
Food warmersqty 8
Coolersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 12

Decorations

Congress bannerqty 2
Directional signsqty 12
Name badgesqty 120
Badge holdersqty 120
Table runnersqty 14
Flower arrangementsqty 8
Menusqty 20

Lighting

LED uplightsqty 8

Cleaning

Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Waste binsqty 12
Microfiber clothsqty 20
Hand soap dispensersqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the venue layout before ordering furniture. Mark the registration tables, chairs, coat racks, lounge seating, presentation area and walking routes on the floor plan at least one week before the congress.
Set a firm deadline for speaker materials, ideally 5–7 days before the event. Collect presentations, speaker details and technical requirements together so you can test laptops, projectors, screens, microphones, HDMI adapters and power supplies in advance.
Close dietary-requirement collection when registrations are processed, not when catering is delivered. Give the caterer the final guest count and dietary overview at least 3–5 days before the congress, then order a small margin for late additions.
Prepare registration materials before the final day. Print the visitor list, make and sort name badges, and place them at the registration tables in alphabetical or clearly labelled groups so arrivals do not form a queue.
Build the run sheet around real transition times, not only speaking slots. Include room changes, microphone handovers, presentation setup, volunteer shifts, coffee service and refreshment preparation, with a named person responsible for each handover.

Frequently asked questions

How far in advance should I plan a culture congress?: Start the main planning at least 8–12 weeks ahead. Confirm the venue, program and speakers first; invitations and registration can follow once those details are stable.
When should speakers send their presentations?: Set the submission deadline 5–7 days before the congress. This leaves time to check file formats, test the presentation setup and resolve missing slides or adapter requirements.
How many days before a culture congress should catering be confirmed?: Confirm the menu and dietary requirements 3–5 days before the event. Give the caterer the final registration count then, while keeping a small buffer for late changes.
When should name badges and the visitor list be prepared?: Prepare and sort them 1–2 days before the congress, after registration has closed or reached its final update. Keep a few blank badges and a label printer available for corrections on the day.

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