Cycling Congress Planning Checklist

A cycling congress needs more than a program and a room. Speakers, registration, catering, presentations and technical equipment all depend on deadlines that come in a specific order. Start by fixing the date and program, then secure the venue, speakers and suppliers before opening registration. In the final week, confirm attendee numbers, dietary requirements, presentations and the technical schedule. On the day, allow time for deliveries, room setup, registration and a full 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
Approach speakers
2 people
Reserve venue
Book catering
Reserve equipment
Design invitations
Send invitations
2 people
Open the registration form
Collect speaker information
Collect dietary requirements
Process registrations
2 people
Publish the program
Design name badges
Send directions
Collect presentations
Check participant list
2 people
Share catering numbers
Check the technical schedule
2 people
Print name badges
2 people
Assemble participant folders
3 people
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Receive deliveries
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the stage and podium table
3 people
Connect the display screen
2 people
Test microphones
2 people
Set up presentations
Set up the catering buffet
3 people
Set up coffee station
2 people
Lay out name badges
2 people
Mark the bicycle parking
2 people
Hang up signage
2 people

Event

Welcome speakers
2 people
Staff the registration desk
3 people
Welcome participants
3 people
Serve coffee and tea
2 people
Open the congress
Guide speakers
2 people
Monitor the schedule
Present presentations
Collect questions from the audience
Refill drinks
2 people
Serve break snacks
3 people
Replenish lunch buffet
3 people
Serve diet meals
2 people
Collect tableware and glasses
2 people
Moderate panel discussion
2 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Guide the photo moment
Close the congress
See participants off
2 people

Aftercare

Clean up catering
3 people
Switch off equipment
2 people
Collect name badges and materials
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Put furniture back
4 people
Remove signage
2 people
Check rental equipment
2 people
Return rental equipment
2 people
Collect lost and found items
Archive presentations
Send thank-you message
Archive attendance list

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Registration deskqty 2
Speaker table
Stage
High tablesqty 12
Tableclothsqty 14

Equipment

Monitor screen
Laptopqty 2
HDMI cablesqty 3
Presentation clickerqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Walkie-talkiesqty 6
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 160
Wine glassesqty 140
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 140
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 16
Serving plattersqty 12
Serving traysqty 12
Kitchen glovesqty 4

Decorations

Cycling postersqty 12
Bannersqty 4
Table décorqty 12
Name badge holdersqty 120
Wire racksqty 2

Lighting

LED light stringsqty 6
LED spotlightsqty 4

Sports equipment

Bicycle racksqty 10
Bike pumpsqty 2
Tire leversqty 4
Basic tool kitsqty 2
Display bicyclesqty 2

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 2
Dustpan and brushqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and draft the program before contacting speakers or suppliers. Keep enough space between sessions for questions, room movement and catering rather than filling every minute.
Open registration only after the venue, catering approach and core program are clear. Close or review registrations several days before the congress so catering numbers and dietary requirements can be shared in time.
Collect every presentation before the event, not at the lectern. Test the laptop, monitor, HDMI cables, clicker, microphones, mixer and speakers together, and keep extension cords and power strips available.
Prepare name badges and participant folders before opening the venue. Put the registration desk near the entrance, and check the participant list against late registrations before attendees arrive.
Build the final day around deliveries and setup, not just the first session. Chill drinks, set out cups and glasses, check coffee machines and kettles, and use walkie-talkies if several people are coordinating separate rooms or entrances.

Frequently asked questions

How far in advance should I plan a cycling congress?: Start at least 12 weeks before the congress if you need several speakers, a venue and technical equipment. Fix the date and program first, then allow time for speaker replies, invitations, registration and final confirmations.
When should I send cycling congress invitations?: Send invitations as soon as the venue and main program are confirmed, usually 6 to 8 weeks before the event. Review registrations weekly and send directions and practical information during the final week.
When should I confirm catering numbers for a cycling congress?: Set a registration deadline about 7 to 10 days before the congress. Use the final participant list and collected dietary requirements to confirm meal and drink numbers with the caterer immediately afterward.
How early should I test the AV equipment?: Complete a full technical test at least one day before the congress, including presentations, HDMI connections, microphones, speakers and the mixer. On the event day, repeat a short sound and screen check 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.