How to organise a franchise congress from start to finish

A franchise congress combines a formal programme, multiple speakers, registrations, catering and practical arrangements for attendees travelling from different locations. Start by fixing the date and venue, then build the programme before inviting delegates. Speaker information, dietary requirements and hotel bookings need firm deadlines, because late changes affect badges, meals and printed materials. Use the final week for technical checks, presentation collection and registration-desk preparation rather than new decisions.

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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
Confirm date and location
2 people
2
Compile program
2 people
3
Confirm speakers
2 people
4
Collect speaker information
5
Design invitations
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Reserve hotel rooms
11
Order catering
2 people
12
Reserve equipment
13
Send parking information
14
Design badges
15
Have the program printed
16
Collect presentations
17
Check presentations
2 people
18
Check participant list
19
Print name badges
20
Purchase materials
2 people
21
Do the shopping
2 people
22
Label diet meals
2 people
23
Set up cold storage area
2 people
24
Sort badges
2 people
25
Prepare registration table
2 people
26
Prepare welcome packs
3 people
27
Mark the room layout
2 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Set up the stage area
3 people
31
Set up projection screen
2 people
32
Connect sound equipment
2 people
33
Test presentations
2 people
34
Set up lighting
2 people
35
Stock the welcome desk
2 people
36
Set out coffee and tea
2 people
37
Set up lunch buffet
4 people
38
Hang up signage
2 people

Event

39
Welcome speakers
2 people
40
Register participants
4 people
41
Serve welcome coffee
2 people
42
Handle the opening
2 people
43
Facilitate presentations
2 people
44
Refill drinks
2 people
45
Operate technology during sessions
2 people
46
Serve break snacks
3 people
47
Lead the networking break
2 people
48
Collect participant questions
49
Moderate the panel discussion
2 people
50
Set up the dinner buffet
4 people
51
Serve dinner buffet
5 people
52
Serve diet meals
2 people
53
Collect plates and glasses
3 people
54
Refill coffee and tea
2 people
55
Serve snacks
3 people
56
Replenish drinks at the reception
2 people
57
Thank speakers
2 people
58
Announce the closing
59
Check out at registration
2 people

Aftercare

60
Collect waste
3 people
61
Take dishes to the kitchen
3 people
62
Switch off equipment
2 people
63
Remove decorations
3 people
64
Clear tables and chairs
4 people
65
Clean the kitchen
3 people
66
Clean the room
3 people
67
Check toilets
68
Collect lost and found items
69
Handle the deposit and keys
70
Check rental equipment
2 people
71
Return rental items
2 people
72
Store leftover stock
2 people
73
Collect invoices and receipts
74
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Congress tablesqty 12
Buffet tablesqty 6
Registration deskqty 2
Speaker table
Lectern
Coat racksqty 4
Waste binsqty 8

Tableware

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

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Mobile chargersqty 4
Coolersqty 6

Decorations

Company flagsqty 6
Logo bannersqty 3
Name badge holdersqty 8
Table runnersqty 12
Flower arrangementsqty 8
Wayfinding signsqty 10

Lighting

LED uplightersqty 8
Table lampsqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Food warmersqty 8
Serving plattersqty 16
Serving utensilsqty 20
Cutting boardsqty 4
Knivesqty 6
Ice packsqty 20
Bottle openersqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and venue before contacting speakers or opening registration. Check that the room can fit theatre seating, congress tables, a registration desk, buffet tables and a separate speaker area.
Create the programme early and give every speaker a submission deadline. Collect presentations before the event, check them on the event laptop, and test the projector, screen, HDMI cables, clicker and microphones together.
Open registration only after the programme basics are stable. Ask for dietary requirements in the form, then compare the final participant list with badge names, hotel rooms and labelled diet meals at least one week before the congress.
Plan arrivals as carefully as the sessions. Send parking information before the event, prepare coat racks and waste bins, and keep the registration desk stocked with sorted name badges and clear instructions.
Do a room and equipment walk-through on the day before or early on the event day. Test speakers, mixer, wireless microphones, power strips and extension cords, and place mobile chargers and USB sticks where the organising team can reach them. Make sure coffee cups, water glasses, plates and serving spoons are ready before catering arrives.

Frequently asked questions

How far in advance should I organise a franchise congress?: Start at least 4 to 6 months ahead. Fix the date and location first, then allow time for speakers, invitations, registrations, hotel rooms, catering and equipment reservations.
When should registration open for a franchise congress?: Open registration once the date, venue and main programme are confirmed, usually 8 to 12 weeks before the event. Close or review registrations 7 to 10 days beforehand so badges, meals and seating can be finalised.
When should speakers submit their presentations?: Set the presentation deadline 7 to 10 days before the congress. This gives you time to check file formats, videos, fonts and slide order on the actual laptop and projection setup.
How do I organise catering for dietary requirements?: Collect dietary requirements during registration and confirm the final count 5 to 7 days before the event. Label individual diet meals and keep them in a separate cold-storage area so they are not confused with the general buffet.

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.