How to organise a citizens’ congress

A citizens’ congress needs more than a date, speakers and a room. Start by fixing the programme and venue, then build registration, communications and logistics around them. Speaker availability, dietary requirements and presentation files often arrive later than expected, so set firm deadlines. In the final week, check the participant list, equipment and printed materials together. On the day itself, allow time to inspect the hall, prepare registration and test every microphone and presentation before guests arrive.

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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 hall
3
Approach speakers
2 people
4
Confirm speaker schedule
2 people
5
Create a registration form
6
Send invitations
2 people
7
Publish promotion
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Schedule volunteers
2 people
11
Reserve equipment
12
Order catering
2 people
13
Publish the program online
14
Design name badges
15
Print name badges and lists
2 people
16
Collect presentations
17
Update participant list
2 people
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Collect materials
3 people
21
Send speaker briefing
22
Print the route and welcome sign
23
Open hall
2 people
24
Check the hall and foyer
2 people
25
Set up tables and chairs
6 people
26
Set up registration desk
3 people
27
Lay out name badges
2 people
28
Set up the stage table
3 people
29
Set up projector and screen
2 people
30
Connect microphones
2 people
31
Test sound system
2 people
32
Test presentations
2 people
33
Hang up signage
2 people
34
Set out coffee and tea
3 people
35
Chill drinks
2 people
36
Prepare snacks
4 people
37
Set up buffet and break tables
4 people
38
Brief volunteers
3 people

Event

39
Staff the registration desk
3 people
40
Receive participants
4 people
41
Explain the program
42
Give the opening speech
43
Guide speakers
2 people
44
Support presentations
2 people
45
Manage microphones
2 people
46
Collect questions from the audience
2 people
47
Serve coffee and tea
3 people
48
Refill drinks
2 people
49
Serve snacks
3 people
50
Restock break buffet
3 people
51
Collect waste during breaks
2 people
52
Guide workgroups
6 people
53
Distribute workshop materials
3 people
54
Collect notes
3 people
55
Set up the dinner buffet
5 people
56
Serve dinner buffet
5 people
57
Serve diet meals
2 people
58
Collect tableware
3 people
59
Lead the closing debate
2 people
60
Handle the closing
61
See participants off
3 people
62
Collect lost items
2 people

Aftercare

63
Switch off equipment
2 people
64
Wash dishes
4 people
65
Take down the buffet
4 people
66
Take down tables and chairs
6 people
67
Dispose of waste
3 people
68
Clean the room
4 people
69
Check toilets
2 people
70
Lock up the venue
2 people
71
Return equipment
2 people
72
Store leftover materials
2 people
73
Archive speaker files
74
Send thank-you message
75
Follow up on participant information
2 people

What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 18
Stage tableqty 2
Stoolsqty 6
Registration deskqty 2
Buffet tablesqty 6
Coat racksqty 4
Coolersqty 4

Tableware

Coffee cupsqty 120
Glassesqty 150
Dinner platesqty 120
Dessert platesqty 120
Knivesqty 120
Forksqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Food warmersqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 20
Pliersqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
Flip chartsqty 6
Flipchart markersqty 24
Audio recordersqty 2
Walkie-talkiesqty 6
Power banksqty 4
USB sticksqty 4

Decorations

Tableclothsqty 18
Stage backdrop
Congress bannerqty 2
Name badge holdersqty 120
Pen holdersqty 18
Plant decorationqty 8

Lighting

Standing lampsqty 4
LED string lightsqty 4

Cleaning

Vacuum cleaner
Mop setqty 2
Waste binsqty 10
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before inviting speakers or participants. Keep a short list of alternative speakers and confirm each speaker’s time slot in writing at least two weeks before the congress.
Open registration only after the programme contains enough detail for people to decide. Ask for dietary requirements in the form, review them 7 days before the event and pass the final count to the caterer.
Schedule volunteers in shifts rather than assigning one person all day. Have at least two people at registration during the first hour, when name badges, participant updates and questions create the most pressure.
Collect presentations and technical requests no later than 3 days beforehand. Test the laptop, projector, screen, speakers and wireless microphones in the actual hall, not just at home.
Prepare the room in a fixed sequence: check the hall and foyer, place tables and chairs, set up registration and catering, then test signage and equipment. Keep printed participant lists, name badges and the speaker briefing together at the registration desk.

Frequently asked questions

How far in advance should I organise a citizens’ congress?: Allow at least 8 to 12 weeks for a small or medium-sized congress. Use the first 2 weeks to secure the date, hall and speakers, then leave 3 to 4 weeks for registration and promotion.
When should speakers confirm their schedule?: Ask speakers to confirm their session title, timing and technical needs at least 4 weeks before the event. Send the final speaker briefing and collect presentation files no later than 3 days beforehand.
When should I order catering for a citizens’ congress?: Place the catering order after registration has been open long enough to show a reliable attendance estimate, usually 10 to 14 days before the congress. Confirm dietary requirements and the final number again 3 to 5 days before the event.
How early should I set up the congress venue?: Arrive at least 2 hours before participants are expected. This gives you time to check the hall and foyer, arrange tables and chairs, prepare registration, put up welcome signage and test the sound and projection.

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.