Defense Congress Planning Checklist

A defense congress needs more than a confirmed venue and a full speaker list. You must coordinate registration, dietary requirements, security arrangements, parking information, presentations, catering, and technical equipment in the right order. This checklist takes you from setting the date and program to closing the participant list, preparing badge packs, and testing the room. Use it to keep daily follow-up under control and prevent small omissions from disrupting the congress on the day.

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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

Confirm date and location
2 people
Set the program and schedule
2 people
Confirm speakers and host
2 people
Send invitations
2 people
Open the registration form
Process registrations daily
Collect dietary requirements
Collect speaker information
Request presentations
Book catering
2 people
Reserve equipment
2 people
Record security arrangements
2 people
Prepare parking information
Send directions
Design name badges
Prepare program brochures
Check presentations
2 people
Close the participant list
Share final numbers
Print name badges
2 people
Print program leaflets
2 people
Assemble badge packs
2 people
Do the shopping
2 people
Put presentations on USB
Test the equipment
2 people
Check catering

Event

Open venue
2 people
Receive deliveries
3 people
Set out the room layout
2 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Set up the projector and screen
2 people
Install microphones
2 people
Test sound system
2 people
Set up presentations
Set up registration desk
2 people
Set out name badges
2 people
Set up the reception area
2 people
Set up coffee points
3 people
Chill drinks
2 people
Set up lunch buffet
4 people
Welcome speakers
2 people
Give volunteer briefing
2 people
Register participants
4 people
Serve welcome coffee
3 people
Open the congress
Guide speakers
2 people
Operate technology during sessions
2 people
Monitor schedule during sessions
Set up coffee break
3 people
Serve snacks
4 people
Refill drinks
2 people
Restock crockery and glasses
2 people
Serve special meals separately
2 people
Refill the dinner buffet
4 people
Remove waste regularly
2 people
Collect questions from the audience
2 people
Announce the closing
Escort participants to the exit
2 people
Collect lost and found items
2 people

Aftercare

Clean up catering
4 people
Wash dishes
3 people
Switch off equipment
2 people
Dismantle technical equipment
3 people
Dismantle tables and chairs
4 people
Remove decorations
2 people
Sort and remove waste
3 people
Clean the room
3 people
Check the toilets
2 people
Return venue keys
Return borrowed materials
2 people
Thank speakers
Send Thank-You Email to Participants
Archive presentations

What to bring

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

Furniture

Conference chairsqty 180
Beer tablesqty 12
Catering tablesqty 8
Registration deskqty 2
Speaker table
Stage
Coat racksqty 4

Tableware

Dinner platesqty 180
Dessert platesqty 180
Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Coffee spoonsqty 180
Dinner cutlery setsqty 180

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Power banksqty 4

Decorations

Congress bannersqty 3
Directional signsqty 12
Tableclothsqty 12
Name badge holdersqty 6
Flagsqty 6

Catering

Coffee machinesqty 3
Thermos flasksqty 8
Water dispensersqty 4
Coolersqty 4
Serving plattersqty 20
Serving spoonsqty 12
Serving tongsqty 8
Food warmersqty 8
Stoolsqty 4
Corkscrewsqty 3
Bottle openersqty 3
Groceries

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 4
Pedal binsqty 6

Tips

Set the date, location, program, and schedule before sending invitations. Confirm speakers and the host early enough to leave time for collecting speaker details and requesting presentations.
Open registration as soon as invitations go out and process registrations daily. Track dietary requirements separately, then share the final participant numbers with catering before the deadline they set.
Record security arrangements and prepare parking information before sending directions. Include access instructions, directional signs, and any information participants need to reach the registration desk without delays.
Request presentations before the final week and check every file on the presentation laptop. Copy the final versions to USB sticks, then test the projector, screen, microphones, speakers, mixer, HDMI cables, extension cords, and power strips together in the room.
Close the participant list before printing name badges and program leaflets. Assemble badge packs in advance and check that the registration desk, conference chairs, speaker table, stage, coat racks, catering tables, and tableware are ready for the expected numbers.

Frequently asked questions

How early should I start planning a defense congress?: Start at least 12 weeks before the congress. Use the first 2 weeks to confirm the date, location, program, speakers, host, security arrangements, and catering requirements before opening registration.
When should registration close for a defense congress?: Close registration 7 to 10 days before the event when possible. This gives you time to confirm dietary requirements, share final numbers with catering, print name badges, assemble badge packs, and prepare the program leaflets.
When should speakers send their presentations?: Set the submission deadline 5 to 7 days before the congress. Check the files before the final day, copy the approved versions to USB sticks, and test them on the presentation laptop with the projector and screen.
What equipment should I test before a defense congress?: Test all presentation and audio equipment at least 1 day before the congress. Check the projector, projection screen, presentation laptop, wireless microphones, microphone stands, speakers, mixer, HDMI cables, extension cords, and power strips in the actual room.

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.