How to organise a Care Congress

Start by fixing the date and programme, then secure a venue that fits the format of your Care Congress. The main work follows a clear order: confirm the room layout, approach speakers, open registrations, and gather dietary requirements. In the final week, check presentations, print badges and programmes, confirm catering, and send directions. On the day, allow time for registration, equipment testing, room setup, 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
Confirm the venue and room layout
2 people
3
Approach speakers
2 people
4
Collect speaker information
5
Draft invitations
2 people
6
Send invitations
7
Process registrations
2 people
8
Collect dietary requirements
9
Update attendance list
10
Prepare name badges
2 people
11
Print programs
12
Send directions
13
Confirm reservations
14
Place catering order
15
Test the equipment
2 people
16
Collect presentations
17
Check presentations
2 people
18
Sort badges
2 people
19
Collect materials
2 people
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Prepare catering
3 people
24
Check the Venue
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up registration desk
2 people
28
Lay out name badges
29
Lay out the programs
30
Set up the stage and speaking area
3 people
31
Set up projector and screen
2 people
32
Set up microphones
2 people
33
Set up lighting
34
Set up presentations
35
Set up coffee station
2 people
36
Set up buffet tables
3 people
37
Arrange snacks on platters
2 people
38
Carry out the final technical test
2 people
39
Brief the registration team
2 people

Event

40
Welcome speakers
2 people
41
Register visitors
4 people
42
Hand out name badges
2 people
43
Serve coffee and tea
3 people
44
Guide the opening
2 people
45
Provide technical support for presentations
2 people
46
Guide speakers
2 people
47
Collect questions from the audience
2 people
48
Refill drinks
2 people
49
Set up coffee break
3 people
50
Serve coffee break
3 people
51
Restock the buffet
3 people
52
Clear the break room
2 people
53
Moderate panel discussion
2 people
54
Set up the dinner buffet
4 people
55
Open the dinner buffet
3 people
56
Serve diet meals
2 people
57
Collect crockery and glasses
3 people
58
Set up the networking drinks reception
3 people
59
Serve the networking drinks reception
3 people
60
Thank speakers
2 people
61
See off the last visitors
2 people

Aftercare

62
Switch off equipment
2 people
63
Tear down the buffet
3 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean the room
3 people
67
Put furniture back
3 people
68
Remove decorations
2 people
69
Inventory materials
2 people
70
Return borrowed items
2 people
71
Return equipment
2 people
72
Store leftover catering
2 people
73
Collect supplier invoices
74
Send thank-you message
75
Archive presentations
76
Store attendance data

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Registration desk
Lectern
Lounge armchairsqty 8
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB-C adaptersqty 4
Wi-Fi hotspot

Tableware

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

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 20
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Buffet warmersqty 6
Aluminum serving traysqty 12

Decorations

Tableclothsqty 16
Name badgesqty 130
Name badge holdersqty 130
Program leafletsqty 130
Directional signsqty 12
Information bannersqty 4
Flower arrangementsqty 8
Notepadsqty 130
Ballpoint pensqty 150

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Mopsqty 4
Dustpan and brushqty 3
Cleaning clothsqty 20
Dish brushesqty 4

Catering

Groceries

Tips

Confirm the room layout before ordering furniture. A registration desk, lectern, rectangular tables, buffet tables and enough chairs need to fit without blocking entrances or access to the projection screen.
Approach speakers early and set a firm deadline for presentation files. Collect speaker details and final presentations at least 7 days before the congress, leaving time to check formats and load them onto the laptop.
Close or review registrations several days before the event. Update the attendance list, record dietary requirements, sort name badges alphabetically, and print the programme before the final setup.
Treat catering numbers as a separate deadline. Confirm the reservation and place the catering order after checking registrations; prepare plates, cutlery, glasses, coffee cups and serving spoons before guests arrive.
Test the complete AV setup in the actual room, not just the individual devices. Check the projector, screen, microphones, mixer, speakers, clicker, HDMI cables, USB-C adapters, power strips and extension cords at least 2 hours before registration.

Frequently asked questions

How far in advance should I organise a Care Congress?: Set the date and start venue and speaker planning at least 8 to 12 weeks ahead. Send invitations once the programme and main speakers are sufficiently confirmed, then review registrations weekly.
When should I collect dietary requirements for a Care Congress?: Ask for dietary requirements during registration and review the list 5 to 7 days before the event. Give the final numbers to the caterer when you confirm the order, rather than waiting until the setup day.
How long before the Care Congress should presentations be collected?: Set the presentation deadline 7 days before the congress. Check every file on the event laptop and projection system, and keep a copy on a USB drive or other backup.
How early should I set up the room for a Care Congress?: Start room setup at least 2 hours before guest registration. This gives you time to arrange tables and chairs, prepare badges and refreshments, test the microphones and projector, and resolve missing equipment.

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.