Fire Department Congress Checklist

Use this checklist to organise a fire department congress from the first date confirmation through the final room setup. The plan covers venue and room reservations, speakers, presentations, registration, dietary requirements, catering, printed materials, and technical checks. Build in time for testing projectors, microphones, laptops, cables, and Wi-Fi before attendees arrive. On the day, the registration table, seating, stage, podium, catering, and presentation files should be ready before the first delegate enters.

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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

Confirm conference date
2 people
Reserve the venue and rooms
2 people
Finalize the program
3 people
Confirm speakers
2 people
Request presentations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check name tag details
2 people
Order catering
2 people
Test the equipment
2 people
Send directions
Print name badges
2 people
Print programs
2 people
Collect presentations
Do the shopping
3 people
Check the catering delivery
2 people
Sort materials
3 people
Set up the registration table
2 people
Set out the room layout
4 people
Set up tables
4 people
Set out chairs
4 people
Set up the stage and podium table
3 people
Connect the projector
2 people
Connect microphones
2 people
Set up presentations
2 people
Test the lights and sound
2 people
Set up coffee stations
3 people
Set up buffet area
4 people
Set out name badges
2 people
Prepare registration lists

Event

Welcome speakers
2 people
Register visitors
4 people
Hand out name badges
2 people
Guide visitors to the hall
2 people
Deliver the opening presentation
2 people
Provide technical support for speakers
2 people
Monitor the schedule
Serve coffee and tea
4 people
Refill drinks
2 people
Restock break buffet
3 people
Collect questions from the audience
2 people
Direct participants to breakout sessions
3 people
Check breakout rooms
3 people
Set up the dinner buffet
5 people
Serve dinner buffet
5 people
Clear away dishes and trash
4 people
Serve coffee after dinner
3 people
Lead the closing session
2 people
Hand out thank-you gifts
2 people
Guide visitors on departure
2 people

Aftercare

Collect lost and found items
2 people
Switch off equipment
2 people
Take down buffet and coffee stations
4 people
Dismantle tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the rooms
4 people
Inventory materials
2 people
Return rental items
2 people
Store leftovers
2 people
Collect invoices and receipts
Send thank-you email to speakers
Secure recording files
Send participant materials digitally

What to bring

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

Furniture

Conference chairsqty 170
Rectangular tablesqty 24
Bistro tablesqty 12
Registration tablesqty 3
Speaker table
Stage sectionsqty 4
Clothes racksqty 2

Equipment

Projectorsqty 3
Projection screensqty 3
Laptopsqty 4
Wireless microphonesqty 4
Headsetsqty 2
Microphone standsqty 3
Speakersqty 4
Mixer
HDMI cablesqty 6
Extension cordsqty 10
Power stripsqty 10
Presentation clickersqty 3
Mobile chargersqty 6
Wi-Fi repeatersqty 3

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Knivesqty 180
Forksqty 180
Spoonsqty 180

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 10
Buffet chafing dishesqty 8
Serving traysqty 16
Serving spoonsqty 12
Pliersqty 8
Coolersqty 6
Ice containersqty 4

Decorations

Stage backdropsqty 2
Welcome bannersqty 3
Table runnersqty 24
Flower arrangementsqty 8
Directional signsqty 12
Program boardsqty 4

Lighting

LED uplightsqty 12

Registration

Name badgesqty 180
Lanyardsqty 180
Registration foldersqty 4
Clipboardsqty 6
Pensqty 200
Stamp setsqty 2
Badge scannersqty 2

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm the venue, rooms, and conference date before inviting speakers or opening registration. Allow at least 12 weeks for a congress with multiple sessions and external presenters.
Request presentation files several days before the event, then test every file on the presentation laptop. Bring the correct HDMI cables, power strips, extension cords, and a presentation clicker.
Collect dietary requirements when people register and send the final number to the caterer at least 5 working days before the congress. Check the delivery as soon as it arrives rather than waiting for the first break.
Print name badges and programmes no later than the day before. Check names, roles, and organisations against the registration data before placing badges at the registration table.
Complete the room and AV setup at least 2 hours before registration opens. Test the projector, projection screen, wireless microphones, headsets, speakers, mixer, and backup laptop from the actual speaker positions.

Frequently asked questions

How far in advance should I organise a fire department congress?: Start at least 12 weeks ahead for a congress with several speakers, rooms, and catering. Confirm the date and venue first, then allow time for invitations, registration, dietary information, presentations, and equipment checks.
When should registration open for a fire department congress?: Open registration once the date, venue, programme outline, and main speakers are confirmed, usually 8 to 10 weeks before the event. Close or review registrations 5 working days before catering numbers are finalised.
How early should the room be set up before the congress?: Set out the tables, chairs, stage, podium table, registration table, and AV equipment at least 2 hours before registration opens. Keep an additional 30 minutes for fixing cable, microphone, projector, or presentation problems.
When should I collect presentations from congress speakers?: Request presentations at least 5 working days before the congress and collect the final files no later than the day before. Test them on the event laptop, including videos, fonts, sound, and connections to the projector.

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.