How to organise a European congress from start to finish

A European congress needs more than a programme and a suitable hall. Start by fixing the date and venue, then build the schedule around confirmed speakers, travel arrangements and translation needs. Registration data will determine catering, seating, badges and room setup, so set a firm deadline for updates. In the final week, test every presentation, microphone, projector and adapter, and prepare the registration desk 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 conference date and venue
2 people
2
Draw up the program and schedule
3 people
3
Confirm speakers and host
2 people
4
Request presentations and biographies
2 people
5
Publish registration form
2 people
6
Send invitations
3 people
7
Process registrations
2 people
8
Collect dietary requirements
2 people
9
Book speaker travel and hotels
2 people
10
Book catering
2 people
11
Reserve technical equipment
2 people
12
Create seating plan and room layout
2 people
13
Design signage
2 people
14
Create badges and participant lists
3 people
15
Print the program booklets
2 people
16
Check translations of conference materials
3 people
17
Update participant details
2 people
18
Collect speaker presentations
2 people
19
Sort name tags
2 people
20
Confirm catering quantities
2 people
21
Go through the technical plan
3 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare the registration desk
3 people
25
Clear and check the hall
2 people
26
Set up tables and chairs
6 people
27
Dress the registration tables
2 people
28
Lay out badges and program booklets
3 people
29
Set up the stage area and speaker table
3 people
30
Set up projection screens
3 people
31
Connect the sound system
3 people
32
Load presentations onto the conference laptop
2 people
33
Test microphones
3 people
34
Check lighting and emergency exits
2 people
35
Set up the break buffet
4 people
36
Set up the lunch buffet
5 people
37
Label diet meals
2 people
38
Set up drink points
3 people
39
Hang up signage
2 people

Event

40
Welcome speakers
2 people
41
Register participants
5 people
42
Serve welcome drinks
3 people
43
Assist with opening program
3 people
44
Provide technical support for presentations
2 people
45
Introduce speakers
46
Serve break snacks
4 people
47
Refill drinks
3 people
48
Explain the buffet and dietary options
2 people
49
Serve dinner buffet
6 people
50
Clear tables
4 people
51
Refill coffee and tea
2 people
52
Support the evening program
3 people
53
Swap microphones and presentations
2 people
54
Refill drinks
3 people
55
Serve the closing drinks
4 people
56
See participants off
3 people

Aftercare

57
Chill leftovers safely
2 people
58
Collect and sort waste
4 people
59
Wash dishes and glasses
4 people
60
Clean buffet tables
3 people
61
Switch off and pack up equipment
3 people
62
Clear the hall
6 people
63
Clean the hall and foyer
4 people
64
Remove signage
2 people
65
Inventory the remaining materials
2 people
66
Return rental items
3 people
67
Archive presentations and registrations
2 people
68
Send thank-you messages to speakers
2 people
69
Send participant information
2 people

What to bring

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

Furniture

Conference chairsqty 170
Foldable tablesqty 24
Registration tablesqty 3
Buffet tablesqty 8
Tall cocktail tablesqty 12
Speaker table
Clothes racksqty 2
Waste binsqty 12

Equipment

Projectorsqty 2
Projection screensqty 2
Conference laptop
Wireless microphonesqty 4
Table microphonesqty 2
Speakersqty 4
Mixer
Presentation clickerqty 2
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 10
Charging stationsqty 3
Wi-Fi routersqty 2
Walkie-talkiesqty 8

Tableware

Water glassesqty 180
Wine glassesqty 180
Coffee cupsqty 180
Platesqty 200
Dessert platesqty 180
Forksqty 200
Knivesqty 200
Spoonsqty 200
Serving spoonsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 12
Coolersqty 6
Serving plattersqty 24
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Food containersqty 12
Label holdersqty 20

Decorations

Tableclothsqty 32
Chair coversqty 24
Congress bannersqty 6
Name badge holdersqty 180
Lanyardsqty 180
Wayfinding signsqty 18
Table numbersqty 24
Flower arrangementsqty 8

Lighting

LED spotlightsqty 8
LED light stringsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Trash bins with lidsqty 6

Catering

Groceries

Tips

Set the date, venue and programme before opening registration. Allow enough time to confirm speakers, collect biographies and request presentations in the required formats.
Close registration updates several days before the congress. Use the final participant list to confirm dietary requirements, catering quantities, seating, badges and printed programme booklets.
Book speaker travel and hotels as soon as speakers are confirmed. Keep arrival times, presentation files and contact details together so last-minute changes do not disrupt the schedule.
Treat translation and technical checks as separate deadlines. Check translated materials before printing, then test the conference laptop, projectors, screens, microphones, mixer, HDMI adapters and power connections in the actual room.
Prepare the room and registration desk before the event morning. Place name tags and participant lists in alphabetical order, check signage, chill drinks, and leave time to clear and inspect the hall after the congress.

Frequently asked questions

How far in advance should I organise a European congress?: Start planning at least 6 to 12 months before the congress, especially if international speakers, hotel rooms or translated materials are involved. Fix the date and venue first, then confirm the programme and speakers.
When should registration close for a European congress?: Close routine registration updates 5 to 7 days before the event so you can confirm catering quantities, dietary requirements, badges and seating. Keep a process for late changes at the registration desk.
How early should speakers send their presentations?: Ask speakers for their presentations and biographies at least 7 days before the congress. Collect final files again during the last technical check, and test every file on the conference laptop before the first session.
What should I check on the morning of a European congress?: Allow at least 2 hours before guests arrive to check the room layout, signage, registration desk, microphones, projectors, screens, presentation clicker, Wi-Fi, power strips and charging stations. Also confirm catering quantities and water at the speaker table.

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.