How to organise a children’s congress

A children’s congress needs more than a programme and a room. Start by fixing the date, audience and workshop structure, then secure the venue, speakers and registration process before ordering anything. Permissions, dietary information and emergency contacts need to be collected early, because they affect group assignments and supervision. On the day, clear signage, tested equipment, prepared name badges and ready workshop rooms keep registration and transitions moving.

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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 the venue and rooms
2 people
3
Confirm speakers and facilitators
2 people
4
Define workshop topics
3 people
5
Create the registration form
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect permissions
2 people
9
Collect dietary requirements
10
Check emergency contacts
2 people
11
Create group assignments
2 people
12
Set up the workshop rooms
2 people
13
Order catering
2 people
14
Test the equipment
2 people
15
Print the program
16
Prepare name badges
2 people
17
Sort workshop materials
3 people
18
Fill the welcome bags
3 people
19
Make route signs
20
Print the registration list
21
Confirm catering quantities
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Bring materials to the venue
3 people

Event

25
Open venue
2 people
26
Set up the reception desk
3 people
27
Check room layout
2 people
28
Set up tables and chairs
5 people
29
Lay out registration materials
2 people
30
Set up workshop tables
4 people
31
Hang up decorations
3 people
32
Set up the projector and screen
2 people
33
Connect sound equipment
2 people
34
Set out coffee and tea
2 people
35
Set up the lunch buffet
4 people
36
Conduct a safety check
2 people
37
Brief chaperones
3 people
38
Welcome speakers
2 people
39
Register participants
4 people
40
Hand out name badges
3 people
41
Hand out welcome bags
2 people
42
Guide children to rooms
5 people
43
Handle the opening
2 people
44
Guide presentation
2 people
45
Lead the first workshop
8 people
46
Serve break drinks
3 people
47
Refill drinks
2 people
48
Lead the second workshop
8 people
49
Check allergen information
2 people
50
Set up the dinner buffet
4 people
51
Serve dinner
5 people
52
Clear tables
4 people
53
Support the evening program
4 people
54
Refill drinks
2 people
55
Deliver the closing presentation
2 people
56
Guide children to the pickup point
5 people
57
Sign off parents or supervisors
3 people
58
Collect lost and found items
2 people

Aftercare

59
Collect materials
4 people
60
Sort waste
3 people
61
Wash dishes
4 people
62
Clear up the rooms
5 people
63
Put tables and chairs back
5 people
64
Switch off equipment
2 people
65
Clean the kitchen
3 people
66
Check toilets
2 people
67
Lock up the venue
2 people
68
Chill leftover food
2 people
69
Return materials
3 people
70
Return borrowed equipment
2 people
71
Clear away leftover stock
2 people
72
Delete participant information
73
Send thank-you messages
2 people

What to bring

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

Furniture

Registration tablesqty 2
Work tablesqty 18
Chairsqty 125
Foldable tablesqty 6
Tableclothsqty 20
Coat racksqty 4
Bollardsqty 8

Tableware

Reusable drinking cupsqty 150
Coffee cupsqty 100
Dinner platesqty 130
Deep platesqty 130
Cutlery setsqty 140
Serving spoonsqty 12
Serving plattersqty 20
Serving traysqty 8

Equipment

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

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Serving tongsqty 10
Bread basketsqty 8
Food containersqty 20
Induction hobsqty 2
Pansqty 4
Cutting board matsqty 6

Decorations

Balloonsqty 150
Balloon pumpqty 3
Buntingqty 12
Colorful table decorqty 20
Directional signsqty 20
Welcome sign
Sticky tackqty 6
Painter's tapeqty 8

Catering

Name badge holdersqty 130
Welcome bagsqty 125
Lunch bagsqty 125
Groceries

Cleaning

Bucketsqty 6
Cleaning mopsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 30
Rubber glovesqty 12
Waste binsqty 12
Waste sorting binsqty 6

Paper goods

Participant listsqty 10
Program flyersqty 140
Workshop worksheetsqty 150
Name badgesqty 140
Notebooksqty 130
Pen setsqty 140
Colored pencilsqty 20
Markersqty 20
A4 paperqty 1000
Flipchart padsqty 8
Sticky notesqty 40
Tapeqty 10
Scissorsqty 20
Glue sticksqty 30
Pensqty 30
Whiteboard markersqty 30
Clipboardsqty 20

Safety

First aid kitsqty 2
Iconsqty 30
Flashlightsqty 6
High-visibility vestsqty 12
Wristbandsqty 150

Tips

Set the date and programme before inviting anyone. Allow at least 6–8 weeks for speaker confirmations, workshop planning, permissions and registrations, and keep a short buffer before the event.
Build the registration form around the information you will actually need on the day: permissions, dietary requirements, emergency contacts and workshop preferences. Close registration early enough to create groups and check numbers with catering.
Plan the room layout around movement between workshops. Prepare the registration area, coat storage, route signs and workshop tables before participants arrive, rather than trying to rearrange furniture during check-in.
Test every presentation setup at the venue, including laptops, projectors, screens, wireless microphones, speakers, HDMI cables and extension cords. Do this at least one day beforehand if possible, and bring charging cables or power banks as backup.
Prepare the final pack separately for each participant group: printed programme, name badges, workshop materials and welcome bags. Print the registration list and confirm catering quantities after registration closes, then chill drinks and bring materials to the venue before opening.

Frequently asked questions

How far in advance should I organise a children’s congress?: Start planning at least 6–8 weeks before the event. This gives you time to reserve rooms, confirm speakers, collect permissions and dietary requirements, and assign children to workshops.
When should registration close for a children’s congress?: Close registration 7–10 days before the event if possible. You need the final participant count to confirm catering, prepare name badges, print the registration list and create workshop groups.
What information should a children’s congress registration form collect?: Collect the child’s name, a parent or guardian permission, dietary requirements, an emergency contact and any workshop preferences. Check the form at least 3–5 days before the event so missing information can be followed up.
When should I test the equipment for a children’s congress?: Test laptops, projection, microphones, speakers and cables at least one day before the congress, or several hours before doors open if that is the only option. Check every workshop room separately and keep spare charging cables and power banks available.

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