Entrepreneurs' Congress organising checklist

An Entrepreneurs' Congress needs more than a programme and a room. You have to coordinate speakers, registration, dietary requirements, presentations, catering and a technical setup that works for every session. This checklist takes you from choosing the date and venue to printing badges and checking the final delivery. Use it to keep decisions in sequence and to avoid the details that are often left until the last 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 date and program
2 people
Confirm the venue and room layout
2 people
Approach speakers
2 people
Record speakers and topics
2 people
Request quotes for technical support
Request a catering quote
Design invitations
Set up the registration form
Send invitations
2 people
Process registrations
2 people
Confirm registrations
Collect dietary requirements
Send parking information
Send program to attendees
Create badges and attendee list
2 people
Print name badges
Collect presentations
Check presentations
2 people
Confirm catering final
Confirm the technical setup окончательно
Make reservations
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Check the catering delivery
2 people

Event

Open venue
2 people
Inspect the hall and entrance
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the stage and podium table
3 people
Connect the technical equipment
2 people
Load presentations onto laptop
Test microphones
2 people
Check the lighting
Set up the welcome table
2 people
Set out coffee and tea
2 people
Set up lunch buffet
3 people
Prepare snacks
3 people
Chill drinks
2 people
Welcome speakers
2 people
Give a speaker briefing
2 people
Brief the registration team
Register participants
4 people
Serve welcome drinks
2 people
Assist with opening program
2 people
Support speakers
2 people
Serve break drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Guide participants to the networking area
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Serve snacks at networking drinks
3 people
Clear away dishes
3 people
Lead the closing
2 people
See participants off
2 people

Aftercare

Switch off the equipment
2 people
Clean up catering
3 people
Wash dishes
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Collect waste
3 people
Clean the room
3 people
Check and clean toilets
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Return borrowed items
2 people
Send thank-you message to participants
Send thank-you message to speakers
Share Photos and Presentations
Check outstanding invoices
Archive registration details

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Bar stoolsqty 12
Registration desk
Speaker table
Coat racksqty 4

Equipment

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

Tableware

Water glassesqty 130
Wine glassesqty 130
Coffee cupsqty 120
Dinner platesqty 130
Dessert platesqty 130
Cutlery setsqty 130
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Kitchen

Serving bowlsqty 12
Serving traysqty 10
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4

Decorations

Tableclothsqty 14
Menusqty 12
Flower arrangementsqty 8
Name badgesqty 120
Name badge holdersqty 120
Directional signsqty 10
Welcome sign
Program boardsqty 4
Table signsqty 12
Pensqty 130
Notepadsqty 120
Promotional standsqty 4

Lighting

Standing lampsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Cleaning

Waste binsqty 10
Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, programme and room layout before inviting speakers. The layout affects the number of rectangular tables, chairs, bar stools and the position of the registration desk.
Ask speakers for their topic, presentation format and final slides early. Collect and check every presentation before the event, then test the laptop, projector, screen, HDMI cables and clickers together.
Treat registration as a separate workstream: open the form, send invitations, process replies and confirm attendance. Collect dietary requirements before confirming the catering numbers.
Plan the arrival flow, not just the sessions. Prepare badges and the attendee list, send parking information and place coat racks where guests can find them without blocking registration.
Do the final venue, catering and equipment checks close to the event, not weeks before. Confirm the technical setup, check extension cords and power strips, verify reservations and inspect the catering delivery when it arrives.

Frequently asked questions

How early should I start organising an Entrepreneurs' Congress?: Start at least 12 weeks before the congress. Set the date and programme first, then allow time for speaker confirmations, venue arrangements, invitations, registrations and technical and catering quotes.
When should speakers submit their presentations?: Set a deadline at least 7 days before the event. This gives you time to check the files, test them on the event laptop and resolve missing fonts, videos or presentation cables.
When should I confirm catering numbers and dietary requirements?: Collect dietary requirements as registrations come in and confirm the final catering numbers 3 to 5 days before the congress. Check the delivery again when it arrives on the event day.
What AV equipment do I need for an Entrepreneurs' Congress?: Allow one laptop, projector, projection screen, HDMI cables, a clicker and suitable power connections for the presentation setup. For spoken sessions, plan wireless microphones, microphone stands, speakers and a mixer, then test them together before guests arrive.

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.