How to organise a media congress

A media congress depends on tight coordination between the programme, speakers, delegates and technical setup. Start by fixing the date and room, then build the agenda before opening registration. Speaker details, dietary requirements and presentation files need firm deadlines, not last-minute reminders. Allow time for badge printing, catering numbers, accessibility checks and a full test of the projector, microphones, laptops and cables. This approach keeps registration moving and prevents avoidable delays between sessions.

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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
Reserve the room
2
Set the conference date
2 people
3
Finalize the program
2 people
4
Approach speakers
2 people
5
Confirm speakers
6
Publish sessions and times
7
Create a registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send registration confirmations
12
Order catering
13
Reserve equipment
14
Check accessibility
2 people
15
Collect speaker information
16
Collect presentations
17
Check badge details
2 people
18
Print name badges
2 people
19
Print programs
2 people
20
Create directions
21
Send speaker briefing
22
Export the participant list
23
Confirm catering quantities
24
Check equipment and cables
2 people
25
Do the shopping
2 people
26
Chill drinks
2 people

Event

27
Prepare registration table
2 people
28
Set out the room layout
3 people
29
Set up tables
3 people
30
Set out chairs
3 people
31
Mark the stage area
2 people
32
Set up projector and screen
2 people
33
Set up microphones
2 people
34
Connect the sound system
2 people
35
Test presentations
2 people
36
Set up lighting
2 people
37
Prepare registration materials
2 people
38
Sort badges alphabetically
2 people
39
Set up coffee station
2 people
40
Set up the buffet
3 people
41
Welcome speakers
2 people
42
Brief the speakers on technical matters
2 people
43
Register participants
4 people
44
Distribute program
2 people
45
Escort participants to the hall
2 people
46
Guide the opening
2 people
47
Announce the speakers
48
Play presentations
49
Manage microphones
50
Collect questions from the audience
2 people
51
Set up coffee break
3 people
52
Serve coffee and tea
3 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Open the dinner buffet
3 people
56
Serve diet meals
2 people
57
Collect tableware
2 people
58
Facilitate the networking session
2 people
59
Lead the closing
2 people
60
See off the last guests
2 people

Aftercare

61
Switch off the equipment
2 people
62
Store leftovers safely
2 people
63
Clear tables and chairs
4 people
64
Wash dishes
3 people
65
Collect waste
2 people
66
Clean the room
3 people
67
Store registration materials
68
Archive presentations
69
Check borrowed materials
2 people
70
Return equipment
2 people
71
Take away leftovers
2 people
72
Send thank-you messages

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 130
Registration deskqty 2
Buffet tablesqty 6
High tablesqty 10
Speaker chairsqty 6
Coat racksqty 3
Waste binsqty 8

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 4
Mixer
Presentation clickersqty 3
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4

Tableware

Coffee cupsqty 130
Water glassesqty 150
Wine glassesqty 130
Dinner platesqty 130
Dessert platesqty 130
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving plattersqty 16

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving spoonsqty 12
Cutting boardsqty 4

Decorations

Congress bannersqty 4
Tablecloth setsqty 12
Directional signsqty 12
Menu card holdersqty 12

Lighting

LED spotlightsqty 6
Mood lightingqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Glovesqty 12
Towelsqty 12

Catering

Groceries

Tips

Set the date and reserve the room before approaching speakers, then allow at least two weeks to confirm the programme and session times. Publishing an unfinished agenda usually creates extra registration questions.
Open registration only after the sessions, timings and speaker names are sufficiently stable. Ask for dietary and accessibility requirements on the same form, and send confirmation emails within 48 hours of each registration.
Give speakers a clear deadline for biographies, presentation files and technical requirements—ideally 7 days before the congress. Collecting slides on the morning itself leaves no useful time to test formats or adapters.
Export the participant list at least twice: once for catering quantities and once for badge and registration-desk preparation. Reconfirm the final catering count 2–3 working days before the event, because late registrations and dietary changes are easy to miss.
Run a room and equipment check before delegates arrive. Test the projector, screen, laptops, HDMI cables and adapters, wireless microphones, mixer, speakers, clickers and power connections from the actual speaker position.

Frequently asked questions

How far in advance should you organise a media congress?: Start at least 8–12 weeks ahead for a one-day congress. Fix the room and date first, confirm speakers and the programme next, and leave the final 7 days for presentations, badges, accessibility and technical checks.
When should I send media congress invitations?: Send invitations once the main sessions and timings are confirmed, usually 4–6 weeks before the event. Keep registration open for several weeks and send confirmations within 48 hours of each completed registration.
How many days before a congress should catering be confirmed?: Confirm the catering order and quantities 2–3 working days before the congress. Use the latest participant export, including dietary requirements, rather than relying on the original registration total.
When should speakers send their presentations?: Set the presentation deadline at least 7 days before the congress. Request speaker information and technical requirements at the same time, then test every file on the event laptop before the opening session.

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