How to organise a bike congress from start to finish

A bike congress needs more than a programme and a venue. Start by fixing the date, format and speaker lineup, then build registration and communication around the published programme. In the final weeks, collect dietary requirements and presentations, confirm catering numbers, and test every part of the technical setup. On the day, allow time for bicycle parking, registration, room layout, stage equipment, refreshments and last-minute speaker changes.

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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

1
Set the date and program
2 people
2
Reserve venue
3
Confirm speakers
2 people
4
Publish the program online
5
Send invitations
2 people
6
Open the registration form
7
Distribute promotional materials
2 people
8
Collect speaker information
9
Collect presentations
10
Process registrations
2 people
11
Collect dietary requirements
12
Prepare name labels
2 people
13
Print the program
14
Send directions
15
Confirm catering numbers
16
Test the equipment
2 people
17
Check presentations
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare catering
3 people
21
Bring materials to the venue
3 people
22
Mark off bicycle parking area
2 people
23
Set up registration desk
2 people
24
Set up tables and chairs
4 people
25
Set up stage area
3 people
26
Set up the projector and screen
2 people
27
Connect microphones
2 people
28
Set up presentations
29
Set up information booths
3 people
30
Hang signs
2 people
31
Lay out name tags
2 people
32
Set up coffee station
2 people
33
Set up the buffet
3 people
34
Carry out the final technical test
2 people
35
Welcome speakers
2 people
36
Give a speaker briefing
2 people

Event

37
Staff the registration desk
3 people
38
Welcome visitors
3 people
39
Serve coffee and tea
2 people
40
Handle the opening
41
Facilitate presentations
2 people
42
Operate microphones
43
Refill drinks
2 people
44
Serve break snacks
3 people
45
Collect questions from the audience
46
Staff information booths
4 people
47
Moderate panel discussion
2 people
48
Set up the dinner buffet
4 people
49
Serve dinner buffet
4 people
50
Serve diet meals
2 people
51
Support the evening program
2 people
52
Keep Track of the Coffee Station
53
Answer final questions
2 people
54
Wave goodbye to visitors
3 people
55
Check the bicycle parking area
2 people

Aftercare

56
Collect tableware
3 people
57
Separate waste
3 people
58
Switch off equipment
2 people
59
Gather presentation materials
2 people
60
Leave the venue clean
4 people
61
Put furniture back
4 people
62
Return materials
3 people
63
Return rental items
2 people
64
Wash dishes
3 people
65
Clean coffee equipment
2 people
66
Store leftover catering
2 people
67
Archive digital presentations

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
Speaker table
Bar stoolsqty 6
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopsqty 2
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving plattersqty 12
Serving trays with lidsqty 8

Decorations

Congress bannersqty 4
Tableclothsqty 12
Name badge holdersqty 12
Bike flagsqty 8
Route arrowsqty 12
Info panelsqty 6

Sports equipment

Bicycle racksqty 10
Bike pumpsqty 3
Basic bike toolsqty 2
Ratchet strapsqty 10

Lighting

LED work lightsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 2
Eye-catchersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before opening registration. Publish the programme online only after the main speakers and session timings are confirmed, so attendees are not registering for a schedule that will change immediately.
Give speakers a firm deadline for biographies, presentation files and technical requirements—ideally 7 days before the congress. Check every presentation on the actual laptop, projector and screen at least once before doors open.
Close or review registrations early enough to confirm catering numbers, dietary requirements and printed name labels. A practical deadline is 3–5 days before the event; late registrations should be tracked separately rather than added from memory.
Treat bicycle parking as part of the arrival experience. Mark the parking area before attendees arrive, and place directions to the venue and bicycle parking in the final attendee message at least 2 days beforehand.
Build the room from the stage outward: place the projection screen, speaker table, microphones, mixer and power connections first, then arrange tables and chairs. Keep extension cords and power strips away from walking routes, and leave a clear registration area near the entrance.

Frequently asked questions

How far in advance should I organise a bike congress?: Start at least 12 weeks ahead if you need to reserve a venue and confirm several speakers. Set the date and venue first, then allow 6–8 weeks for invitations, registration and promotion.
When should registration open for a bike congress?: Open registration once the venue, date and core programme are confirmed, usually 6–8 weeks before the event. Close the main registration list 3–5 days before the congress so catering and name labels can be finalised.
When should speakers send their presentations?: Ask for presentation files and speaker information no later than 7 days before the congress. Keep a final check on the event morning, because a last-minute file or laptop change can affect the projection setup.
What should I check on the morning of a bike congress?: Allow at least 2 hours before registration opens to set up tables, chairs, the stage, registration desk and bicycle parking. Test the projector, screen, microphones, speakers, mixer, laptops, HDMI cables and presentation clicker before attendees 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.