Dental Congress Checklist: What to Arrange and When

A dental congress depends on many details being ready at the same time: speakers, accreditation, registration, catering and technical support. Start with the venue, date and programme, then work towards participant communication and the on-site setup. Allow time to confirm speaker contracts, collect dietary and accreditation details, and test every presentation. This checklist helps you see what needs attention early, especially the items that are often left 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 venue and date
2 people
Set the program and theme
3 people
Approach speakers
2 people
Confirm speaker contracts
2 people
Book catering
2 people
Reserve technical support
2 people
Create a registration form
Draft invitations
2 people
Send invitations
2 people
Keep the registration list up to date
2 people
Process registrations
2 people
Collect dietary requirements
Collect accreditation details
2 people
Design name badges
Have the program printed
Collect speaker presentations
2 people
Check presentations technically
2 people
Create route and parking information
Send participant information
2 people
Confirm catering quantities
2 people
Inventory materials
2 people
Print name badges
2 people
Assemble conference folders
3 people
Do the shopping
2 people
Chill drinks
2 people
Set up presentation equipment
2 people
Check rooms
2 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Connect the projector and screen
2 people
Test microphones
2 people
Load presentations onto laptop
2 people
Lay out conference folders
2 people
Set up coffee and tea station
2 people
Set up lunch buffet
3 people
Sort name tags
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Hand out name badges
3 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Provide technical support for presentations
2 people
Refill drinks
2 people
Serve coffee break
3 people
Collect tableware and waste
3 people
Operate the questions microphone
Register accreditation attendance
2 people
Prepare finger food
3 people
Set up dinner buffet
4 people
Serve dinner buffet
4 people
Serve diet meals
2 people
Moderate panel discussion
2 people
Moderate closing presentation
2 people
Host the networking drinks reception
3 people
Check out the last participants
2 people

Aftercare

Turn off presentation equipment
2 people
Wash dishes
3 people
Store leftovers in the fridge
2 people
Collect waste
3 people
Clean the room
4 people
Put furniture back
4 people
Remove decorations
2 people
Count and pack materials
2 people
Return borrowed equipment
2 people
Collect supplier invoices
Send attendance certificates
2 people
Send a thank-you message to the speakers
Share presentations with participants

What to bring

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

Furniture

Conference chairsqty 120
Tablesqty 18
Registration tablesqty 2
Speaker table
Stage sectionsqty 4
Buffet tablesqty 4
Coat racksqty 4

Equipment

Laptopsqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Laptop chargersqty 4
Power banksqty 4
Coolersqty 4
Kettlesqty 3

Tableware

Coffee cupsqty 120
Glassesqty 160
Wine glassesqty 120
Dinner platesqty 130
Dessert platesqty 130
Cutlery setsqty 130
Serving spoonsqty 12
Serving plattersqty 16
Coffee potsqty 6
Thermos flasksqty 6
Water jugsqty 12

Catering

Coffee machinesqty 3
Tea boxesqty 4
Serving plattersqty 16
Serving traysqty 8
Chafing dishesqty 6
Table runnersqty 18
Corkscrewsqty 4
Bottle openersqty 4
Groceries

Decorations

Welcome bannersqty 2
Directional signsqty 10
Name badge holdersqty 12
Table signsqty 20
Flower arrangementsqty 8
Pensqty 130
Notepadsqty 130
Congress foldersqty 120
Name badgesqty 130
Lanyardsqty 130
Badge holdersqty 130
Table numbersqty 20

Cleaning

Waste binsqty 10
Trash bag holdersqty 10
Cleaning clothsqty 20
Dish brushesqty 4
Washing-up bowlsqty 4
Hand soap dispensersqty 6
Paper towelsqty 12
Toilet paperqty 48

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Serving tongsqty 8
Cooling platesqty 8
Aluminum foilqty 4
Cling filmqty 4
Paper towel rollsqty 12
Food containersqty 20

Tips

Set the venue, date, programme and theme before sending invitations. Speaker availability and the room’s technical capacity can affect the entire schedule, so confirm both before opening registration.
Give speakers a firm deadline for contracts and presentations. Collect the final files several days before the congress, then test them on the actual laptop, projector and screen combination rather than assuming every format will work.
Close registration numbers early enough to confirm catering quantities. Collect dietary requirements and accreditation details during registration, then keep the list current instead of relying on last-minute email updates.
Send participants practical information before the event, including the programme, route and parking details. Registration runs more smoothly when name badges are printed from the final list and the registration tables are ready before doors open.
Treat the final setup as a separate check. Count conference folders, printed programmes, badges, microphones, cables, chargers and power strips, and chill drinks in time rather than trying to solve shortages during registration.

Frequently asked questions

How far in advance should I plan a dental congress?: Start planning at least 6 months ahead for the venue, date, programme and speakers. Aim to have invitations and registration available several weeks before the congress, with final catering numbers confirmed a few days before the event.
When should dental congress invitations be sent?: Send invitations once the venue, date and core programme are confirmed, ideally 8 to 12 weeks before the congress. Include a registration deadline so dietary requirements and accreditation details arrive before badges and catering are finalised.
When should speakers submit their presentations?: Set the presentation deadline at least 3 to 5 days before the congress. This leaves time to check file formats, videos, fonts and aspect ratios on the event laptop and projector, and to resolve technical problems with the speaker.
How many registration staff are needed for a dental congress?: Plan on one registration staff member per 75 to 100 attendees during the busiest arrival period. Add another person if you expect many on-site questions, badge corrections or accreditation checks.

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