Entrepreneurs' Congress checklist: what to arrange and when

An Entrepreneurs' Congress depends on more than a strong programme. You need confirmed speakers, a working registration process, accurate dietary information and a room setup that supports presentations and networking. This checklist takes you from venue booking to opening the doors, with separate tasks and supplies to track along the way. Use it to set deadlines early, especially for speaker materials, catering numbers, name badges and technical testing.

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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

Reserve venue
Finalize the program
2 people
Confirm speakers
Draft invitations
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Send parking information
Send speaker information
Design name badges
Print name badges
Check participant list
Place catering order
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Collect speaker presentations
Check presentations
2 people
Test the equipment
2 people
Print the run sheet
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the stage area
3 people
Set up speaker room
2 people
Hang up signage
2 people
Set up decorations
2 people
Lay out registration materials
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up presentations
2 people
Connect the sound system
2 people
Test the projector and screen
2 people
Check lighting
Briefing for reception team
2 people
Brief catering team
2 people

Event

Receive participants
4 people
Hand out name badges
2 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Introduce speakers
Operate microphones
Swap presentations
Serve coffee break
3 people
Refill drinks
2 people
Collect used cups
2 people
Moderate the Q&A
Open the dinner buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Restock the buffet
3 people
Clear tables
3 people
Serve the networking drinks reception
3 people
Refill drinks
2 people
Refill snacks
2 people
Answer final questions
Say goodbye to participants
2 people

Aftercare

Collect lost and found items
2 people
Collect tableware
3 people
Sort waste
3 people
Take down the buffet
3 people
Switch off the equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Clean rooms
3 people
Check toilets
Lock up the venue
2 people
Chill leftover food
2 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed items
2 people
Send speaker thank-yous
Send a thank-you gift to participants

What to bring

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

Furniture

Foldable tablesqty 14
Chairsqty 110
Speaker chairsqty 4
Speaker lectern
Registration desk
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Bread knivesqty 3
Coolersqty 4
Drink dispensersqty 3

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Welcome sign
Name badge holdersqty 110
Information boardsqty 8
Table numbersqty 14

Lighting

Standing lampsqty 4
Mood lightingqty 6

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Book the venue before finalising the programme, then allow at least 4–6 weeks for invitations, registrations and speaker coordination. Confirm room capacity, furniture, microphones, projection and power access before signing off the setup.
Close or review registrations several days before the congress and send the caterer the latest headcount and dietary requirements. Keep a small margin for late changes rather than ordering exactly for the registered number.
Request speaker presentations no later than 48 hours before the event. Check every file on the presentation laptop, including fonts, videos, aspect ratio and clicker compatibility, instead of waiting until the first session.
Prepare name badges from the checked participant list and print a few blank badges for walk-ins or spelling corrections. Put the registration desk near the entrance and keep the final list, pens and spare badges together.
Print the run sheet and test the complete technical chain before participants arrive: laptop, projector, screen, mixer, speakers and wireless microphones. Charge devices and place extension cords, power strips and charging stations where they cannot become trip hazards.

Frequently asked questions

How far in advance should I organise an Entrepreneurs' Congress?: Start venue and programme planning at least 8–12 weeks before the congress. Aim to confirm speakers and send invitations 4–6 weeks ahead, leaving the final week for registrations, catering, badges and technical checks.
When should I send invitations for an Entrepreneurs' Congress?: Send the first invitations around 4–6 weeks before the event. Keep registration open for about 2–3 weeks, then use the remaining days to process registrations, collect dietary requirements and send parking information.
When should speakers submit their presentations?: Set the submission deadline at least 48 hours before the congress. Review the files the same day and test them on the event laptop and projector before the doors open.
How many name badges should I print for an Entrepreneurs' Congress?: Print one checked badge for every registered participant, speaker and organiser, plus 5–10 blank spares. Recheck the participant list shortly before printing so late registrations and spelling corrections are included.

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