Delegates' Congress planning checklist

A delegates' congress depends on many small handovers: registration details must reach the organisers, speakers need the right information, and presentations must work before the first session starts. This checklist covers 76 planning tasks and 66 items, from setting the date and booking the venue to printing badges, checking equipment and opening registration. Use it as a running plan, then keep the final run sheet, seating plan and delegate materials together for the event 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

Set the conference date
2 people
Reserve venue
Create the program
3 people
Confirm speakers
2 people
Compile delegate list
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect transport information
Design badges
Print program
2 people
Print name badges
2 people
Send speaker information
Order catering
2 people
Check equipment
2 people
Collect presentations
Make seating plan
2 people
Print the run sheet
Collect materials
3 people
Do the shopping
3 people
Collect fresh produce
2 people
Sort badges
2 people
Set up presentations
2 people

Event

Open venue
2 people
Clean the room
3 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up speaker room
2 people
Set up the stage table
2 people
Connect the projector
2 people
Test microphones
2 people
Test presentations
2 people
Prepare registration materials
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set up lunch buffet
4 people
Staff the reception desk
3 people
Register delegates
3 people
Distribute program
2 people
Serve coffee
3 people
Lead the opening session
2 people
Guide speakers
2 people
Pass around the microphone
2 people
Refill drinks
2 people
Provide coffee break
3 people
Collect used cups
2 people
Hand out minute-taking materials
2 people
Distribute voting materials
2 people
Set up evening buffet
4 people
Serve the buffet
4 people
Serve diet meals
2 people
Restock plates and cutlery
2 people
Empty trash bins
2 people
Support the evening program
2 people
Refill drinks
2 people
Collect questions from the audience
Lead the closing
2 people
Guide the departure of delegates
3 people

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Put furniture back
4 people
Collect waste
3 people
Clean the room
3 people
Check toilets
Collect lost property
Lock up the venue
2 people
Chill leftovers
2 people
Wash dishes
3 people
Inventory materials
2 people
Return rental items
2 people
Store photo and video material
Archive presentations
Send thank-you message
Handle lost and found

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 90
Registration tablesqty 2
Speaker chairsqty 6
Buffet tablesqty 4
Stoolsqty 6
Tableclothsqty 16

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Mixer
Power banksqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 90
Forksqty 100
Knivesqty 100
Spoonsqty 100
Teaspoonsqty 100
Serving spoonsqty 12
Serving plattersqty 12

Registration

Name badge holdersqty 90
Lanyardsqty 90
Registration formsqty 100
Pensqty 100
Program leafletsqty 100
Notepadsqty 100
Ballotsqty 100
Ballot boxesqty 2
Name stickersqty 100

Decorations

Congress bannersqty 2
Directional arrowsqty 12
Table numbersqty 12
Flower arrangementsqty 6
Speaker signsqty 6
Tapeqty 6
Scissorsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Aluminum foilqty 3
Cling filmqty 3

Cleaning

Waste binsqty 6
Hand broomsqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date and reserve the venue before opening registration. Confirm that the room can fit congress tables, registration tables, speaker seating, buffet tables and the required projection and sound equipment.
Open registration only after the programme, speaker list and practical travel questions are ready. Collect dietary requirements and transport information on the form rather than chasing 50 separate replies later.
Set a firm deadline for speaker presentations and information. Collect the files several days before the congress, test them on the event laptop, and keep HDMI cables, adapters, a clicker and power banks available.
Print name badges, the programme and the run sheet before the final setup period. Sort badges by surname or registration order so a delegate can be checked in within two minutes.
Check catering against the final delegate list and dietary requirements, then confirm tableware quantities. Leave time on the previous day or early event morning to collect fresh produce, arrange buffet tables and test every microphone and projector connection.

Frequently asked questions

How far in advance should I start organising a delegates' congress?: Start at least 12 weeks before the congress. Set the date, reserve the venue and build the programme first; send invitations once the core schedule and speakers are confirmed.
When should delegates receive their invitations?: Send invitations 8 to 10 weeks before the event and keep registration open for about 4 weeks. Set a clear closing date so you can finalise catering, seating, badges and transport information.
When should I collect presentations from speakers?: Set the presentation deadline 3 to 5 days before the congress. This gives you time to check the files, load them onto the laptop and resolve HDMI, adapter, sound or formatting problems.
How many name badges and printed programmes should I prepare?: Prepare one name badge for every confirmed delegate, speaker and organiser, plus about 5% spare badges. Print programmes for the full confirmed attendance and keep at least 10 extra copies for late changes or lost copies.

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.