Geology Congress planning checklist

A geology congress needs more than a programme and a lecture room. You must secure the venue and date early, confirm speakers, collect talks, process registrations and prepare catering for dietary requirements. The final weeks are mostly about turning information into usable materials: name badges, programme leaflets, signs and presentation files. Use this checklist to keep the planning sequence clear and avoid last-minute gaps at registration, during coffee breaks or when a speaker starts.

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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
Set the conference date
2 people
Compile program
2 people
Approach speakers
2 people
Confirm speakers
Collect talks
Send speaker information
Create a registration form
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm registrations
2 people
Check participant list
2 people
Design name badges
Print name badges
2 people
Print program leaflets
2 people
Design signage
Print signage
Book catering
Put together the lunch menu
2 people
Order dietary meals
Schedule coffee breaks
Reserve equipment
Collect presentations
Check presentations
2 people
Create floor plan
Finalize room layout
2 people
Collect materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up presentations
2 people
Clean the room
3 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the stage table
2 people
Connect the projector
2 people
Test microphones
2 people
Test presentations
2 people
Set out coffee and tea
3 people
Set up lunch buffet
4 people
Hang up signage
2 people
Set out information materials
2 people

Event

Open registration
4 people
Welcome participants
3 people
Hand out badges
3 people
Serve coffee and tea
3 people
Deliver the opening presentation
2 people
Host lectures
3 people
Announce the speakers
Monitor presentation time
Operate microphones
Moderate the Q&A
Serve snack breaks
3 people
Refill drinks
2 people
Serve lunch buffet
5 people
Serve diet meals
2 people
Refill buffet
3 people
Clear away dishes
3 people
Support evening lectures
3 people
Moderate panel discussion
2 people
Handle the closing
2 people
Serve the final drinks
2 people
See participants off
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Clean catering equipment
2 people
Clear the hall
5 people
Put tables and chairs back
4 people
Switch off the equipment
2 people
Store presentations securely
Remove signage
2 people
Clean the room
3 people
Inventory remaining materials
2 people
Return materials
2 people
Register lost and found items
Send a thank-you gift to participants
Send speaker thank-you note

What to bring

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

Furniture

Congress tablesqty 18
Chairsqty 170
Registration deskqty 2
Speaker table
Stoolsqty 6

Tableware

Coffee cupsqty 180
Glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Knivesqty 180
Forksqty 180
Spoonsqty 180
Serving utensilsqty 20
Coffee potsqty 8
Teapotsqty 4
Water jugsqty 12

Catering

Buffet traysqty 12
Chafing dishesqty 6
Serving plattersqty 12
Snack serving traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 12
Coolersqty 6
Drink dispensersqty 4
Groceries

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 10
HDMI cablesqty 4
USB-C adaptersqty 4
Laser pointerqty 2
Flip chartsqty 4
Flipchart standsqty 4
Presentation timerqty 2
Registration laptopsqty 2
Payment terminal
Label printer

Decorations

Congress bannerqty 2
Table skirtsqty 8
Name card holdersqty 12
Flower arrangementsqty 8
Geological Rock Samplesqty 20
Counter displaysqty 10

Office

Name badge holdersqty 180
Lanyardsqty 180
Program leafletsqty 180
Notepadsqty 180
Ballpoint pensqty 200
Name stickersqty 200
A4 printing paperqty 2
Markersqty 12
Pen holdersqty 6
Clipboardsqty 8
Tapeqty 6
Scissorsqty 4
Staplersqty 3
Staplesqty 5
Paper shredder

Cleaning

Waste binsqty 12
Hand sanitizer dispensersqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Waste sorting binsqty 6

Safety

Cable traysqty 12
Non-slip matsqty 8
Flashlightsqty 4

Tips

Set the date and reserve the venue before approaching speakers. Check that the room can fit congress tables, chairs, a registration desk and a separate speaker table, with clear sightlines to the projection screen.
Give speakers a firm deadline for talk titles, abstracts or presentation files. Collect the final presentations before the congress rather than relying on every speaker to arrive with a compatible laptop file.
Close registration with enough time to review the participant list and dietary requirements. Send the catering order only after you know how many standard and dietary meals are needed.
Plan registration materials at the same time as invitations. Print name badges and programme leaflets after registrations are confirmed, and prepare signage for the entrance, registration desk and meeting rooms.
Test the presentation setup before attendees arrive. Check the laptop, projector, screen, clicker and wireless microphones together, then keep a backup presentation copy and spare batteries available on site.

Frequently asked questions

How far in advance should I start planning a geology congress?: Start at least 6 months before the congress if you need an external venue and several speakers. Set the date, reserve the venue and approach speakers first; leave the final 2 to 4 weeks for registrations, printing and technical checks.
When should speakers submit their presentations?: Set a submission deadline 7 to 14 days before the congress. That gives you time to collect every file, check it on the event laptop and resolve missing fonts, videos or incompatible formats before the first session.
When should I order catering for a geology congress?: Place the main catering order about 7 days before the event, once registrations and dietary requirements are reviewed. Confirm the final headcount and dietary meals again 2 to 3 days before delivery.
What equipment is needed for geology congress presentations?: Plan for a laptop, projector, projection screen and presentation clicker, plus wireless microphones if the room requires amplification. Test the complete setup at least 1 hour before registration opens and keep presentations on a second storage device.

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.