Franchise congress checklist: what to arrange and when

A franchise congress involves more than booking a room and inviting delegates. You need a clear programme, confirmed speakers, reliable registration details, suitable catering and working presentation equipment. Start with the date and venue, then move through invitations, participant information and supplier orders. In the final days, check presentations, print badges, label special meals and prepare the registration desk so arrivals run smoothly.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Compile program
2 people
Confirm speakers
2 people
Collect speaker information
Design invitations
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Reserve hotel rooms
Order catering
2 people
Reserve equipment
Send parking information
Design badges
Have the program printed
Collect presentations
Check presentations
2 people
Check participant list
Print name badges
Purchase materials
2 people
Do the shopping
2 people
Label diet meals
2 people
Set up cold storage area
2 people
Sort badges
2 people
Prepare registration table
2 people
Prepare welcome packs
3 people
Mark the room layout
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the stage area
3 people
Set up projection screen
2 people
Connect sound equipment
2 people
Test presentations
2 people
Set up lighting
2 people
Stock the welcome desk
2 people
Set out coffee and tea
2 people
Set up lunch buffet
4 people
Hang up signage
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
2 people
Handle the opening
2 people
Facilitate presentations
2 people
Refill drinks
2 people
Operate technology during sessions
2 people
Serve break snacks
3 people
Lead the networking break
2 people
Collect participant questions
Moderate the panel discussion
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Collect plates and glasses
3 people
Refill coffee and tea
2 people
Serve snacks
3 people
Replenish drinks at the reception
2 people
Thank speakers
2 people
Announce the closing
Check out at registration
2 people

Aftercare

Collect waste
3 people
Take dishes to the kitchen
3 people
Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Clean the kitchen
3 people
Clean the room
3 people
Check toilets
Collect lost and found items
Handle the deposit and keys
Check rental equipment
2 people
Return rental items
2 people
Store leftover stock
2 people
Collect invoices and receipts
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Congress tablesqty 12
Buffet tablesqty 6
Registration deskqty 2
Speaker table
Lectern
Coat racksqty 4
Waste binsqty 8

Tableware

Dinner platesqty 130
Dessert platesqty 130
Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Coffee spoonsqty 130
Dinner forksqty 130
Dinner basic knivesqty 130
Serving spoonsqty 20

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Mobile chargersqty 4
Coolersqty 6

Decorations

Company flagsqty 6
Logo bannersqty 3
Name badge holdersqty 8
Table runnersqty 12
Flower arrangementsqty 8
Wayfinding signsqty 10

Lighting

LED uplightersqty 8
Table lampsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Food warmersqty 8
Serving plattersqty 16
Serving utensilsqty 20
Cutting boardsqty 4
Knivesqty 6
Ice packsqty 20
Bottle openersqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the date and venue before contacting speakers or designing invitations. Once the room is fixed, check that it can fit the congress tables, speaker table, lectern, registration desk and enough chairs.
Open registration as soon as the programme and speakers are sufficiently confirmed. Set a clear deadline for dietary requirements, then give the caterer the final numbers and meal labels before the event.
Check every presentation at least one working day before the congress. Test the laptop, projector, screen, HDMI cables, clicker, microphones, mixer and speakers in the actual room rather than relying on equipment lists.
Prepare badges in two stages: sort the names after registration closes, then print and arrange them at the registration table. Keep the participant list nearby so spelling changes or late arrivals can be handled quickly.
Set up cold storage for food and drinks before catering arrives, and place waste bins where guests can reach them. Count plates, glasses, cutlery, serving spoons, coffee cups and coffee spoons against the final guest and meal numbers.

Frequently asked questions

How far in advance should I start planning a franchise congress?: Start at least 12 weeks before the congress. Confirm the date and venue first, then allow time for the programme, speakers, invitations, registrations, hotel rooms, catering and equipment.
When should franchise congress invitations be sent?: Send invitations as soon as the date, location and main programme details are confirmed, ideally 8 to 10 weeks beforehand. Keep registration open for at least 3 weeks so you can collect participant details and dietary requirements.
When should I confirm catering numbers for a franchise congress?: Give the caterer a provisional estimate when registration opens and confirm final numbers 5 to 7 days before the congress. Submit dietary requirements at the same time and label special meals before guests arrive.
How long before the event should I test congress equipment?: Test the projector, screen, laptop, microphones, mixer, speakers, clicker and cables at least 1 working day before the event. Keep extension cords, power strips, USB sticks and chargers available for last-minute technical issues.

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.