Federation Congress planning checklist

A Federation Congress depends on many details being ready at the same time: the programme, rooms, speakers, registration, catering and technical setup. Start with the date and venue, then work towards attendee information and room preparation. Registration data affects catering quantities, name badges and seating, while presentations and equipment need checking before delegates arrive. Use this checklist to keep the planning in order and catch the small items that are often left until the final 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
Reserve the venue and rooms
Confirm speakers and host
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send transportation information
Confirm catering and quantities
2 people
Reserve technical equipment
Collect presentations
Check presentations
2 people
Prepare name badges
2 people
Print participant list
Print programs
Print route signs
Purchase supplies
3 people
Pick up groceries
2 people
Sort materials by room
3 people
Send speaker briefing
Check the weather forecast
Make phone numbers available
Set up registration desk
3 people
Set up conference hall
5 people
Set up chairs and tables
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
Check the lighting
2 people
Hang route signs
2 people
Lay out name badges
2 people
Prepare registration materials
2 people
Set up the coffee and tea station
3 people
Chill drinks
2 people
Prepare the lunch buffet
4 people
Prepare the dinner buffet
4 people

Event

Welcome speakers
2 people
Register participants
4 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Start the opening presentation
2 people
Keep track of the schedule
Hand out microphones
2 people
Present presentations
2 people
Collect questions from the audience
2 people
Refill drinks
2 people
Set up coffee break
3 people
Serve coffee break
3 people
Clear used dishes
3 people
Check the technical break
Moderate panel discussion
2 people
Open the lunch buffet
3 people
Replenish lunch buffet
3 people
Designate Diet Meals
Open the dinner buffet
4 people
Refill the dinner buffet
3 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Announce the closing
See participants off
3 people

Aftercare

Switch off equipment
2 people
Collect tableware and glasses
4 people
Collect waste
3 people
Clear buffet tables
4 people
Clean the rooms
4 people
Put furniture back
4 people
Remove decorations
2 people
Pack up materials
3 people
Return borrowed items
2 people
Archive participant list
Send thank-you message to speakers
Share presentations
Register lost and found items
Store leftovers safely
2 people

What to bring

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

Furniture

Conference chairsqty 140
Tablesqty 18
Tableclothsqty 18
Stage sectionsqty 4
Speaker table
Stoolsqty 6
Dressing room racksqty 2
Clothes hangersqty 140

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 4
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Presentation clickerqty 2
Flip chartsqty 4
Flip chart markersqty 24

Tableware

Dinner platesqty 150
Dessert platesqty 150
Coffee cupsqty 150
Water glassesqty 180
Wine glassesqty 150
Coffee spoonsqty 150
Table knivesqty 150
Table forksqty 150
Serving spoonsqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Bread basketsqty 8
Water jugsqty 12
Bottle openersqty 4

Decorations

Name card holdersqty 140
Table number cardsqty 18
Flower arrangementsqty 12
Federation flagsqty 6
Welcome sign
Directional signsqty 12
Table numbersqty 18

Lighting

LED spotlightsqty 8
Cable traysqty 12

Cleaning

Waste binsqty 10
Broom and dustpanqty 3
Mop setsqty 3
Cleaning bucketsqty 3
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, programme and rooms before opening registration. Confirm the main hall, speaker spaces and any additional rooms early enough to include accurate location details in invitations.
Close or review registrations in time to give the caterer reliable numbers. Collect dietary requirements during registration rather than trying to identify them at the event, and confirm meal and drink quantities afterward.
Ask speakers for presentations before the congress and check every file on the presentation laptop. Test the projector, screen, microphones, mixer, HDMI adapters, clicker and extension leads in the room where they will be used.
Prepare printed materials from the final registration data. Print name badges, the participant list, programmes and route signs only after the attendee information and room assignments have been checked.
Set up the registration desk and conference hall before the first arrival. Allow time to arrange chairs, tables, tablecloths and stage sections, place water glasses and coffee cups, and make key phone numbers available to the organising team.

Frequently asked questions

How far in advance should I start planning a Federation Congress?: Start at least 6 months before the congress if it includes several rooms, external speakers and catering. Fix the date and venue first, then open registration only when the programme and practical location details are stable.
When should Federation Congress registration close?: Close registration around 10 to 14 days before the event so you can confirm catering quantities, dietary requirements, name badges and the participant list. Keep a process for late changes, but avoid sending daily numbers to the caterer.
When should speakers send their presentations?: Set a deadline of 3 to 5 days before the congress. Check each presentation on the actual presentation laptop and projector before the event, rather than relying on the speaker’s own device or last-minute file transfer.
How early should the Federation Congress venue be set up?: Allow at least 3 hours before the first delegate arrives for the main setup. This gives the team time to arrange chairs and tables, test sound and projection, prepare the registration desk and place printed materials and signs.

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