How to organise a Members Congress

A Members Congress needs more than a full programme and a booked venue. Start by fixing the date, format and speakers, then build registration around the information you need from attendees. The most common delays come from late speaker materials, missing dietary requirements and equipment that has not been tested in the room. Use the plan below to keep preparation, arrivals, catering and presentations moving in the right order.

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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 venue
3
Invite speakers
4
Publish the program
5
Send invitations
2 people
6
Open the registration form
7
Collect speaker information
8
Collect dietary requirements
9
Process registrations
2 people
10
Create name tag list
11
Order catering
12
Reserve equipment
13
Collect presentations
14
Print the run sheet
15
Send route information
16
Print name badges
17
Print program leaflets
2 people
18
Do the shopping
2 people
19
Check catering
2 people
20
Test the equipment
2 people
21
Prepare materials
2 people
22
Open venue
2 people
23
Set up the reception area
3 people
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up registration desk
2 people
27
Lay out name badges
2 people
28
Set up the presentation area
3 people
29
Connect the projector
2 people
30
Test microphones
2 people
31
Set up presentations
32
Setting up the coffee station
2 people
33
Set up buffet area
3 people
34
Chill drinks
2 people
35
Prepare snacks
3 people
36
Post allergen information

Event

37
Receive participants
4 people
38
Register attendance
3 people
39
Hand out name badges
2 people
40
Serve welcome coffee
3 people
41
Guide the opening
2 people
42
Welcome speakers
2 people
43
Present presentations
44
Collect questions from the audience
2 people
45
Provide coffee break
3 people
46
Refill drinks
2 people
47
Restock tableware
2 people
48
Keep the break room clean
2 people
49
Distribute ballots
2 people
50
Lead the atmosphere
3 people
51
Count votes
3 people
52
Serve snacks
3 people
53
Set up the buffet
4 people
54
Open the buffet
2 people
55
Refill buffet
3 people
56
Serve diet meals
2 people
57
Serve coffee and tea
2 people
58
Serve dessert
3 people
59
Host the networking drinks reception
3 people
60
Provide the last drink round
2 people
61
See off guests and manage departure
3 people

Aftercare

62
Collect waste
3 people
63
Collect tableware
3 people
64
Clear buffet
3 people
65
Switch off equipment
2 people
66
Clear out the presentation area
3 people
67
Put furniture back
4 people
68
Clean the venue
4 people
69
Empty the coolers
2 people
70
Wash dishes
3 people
71
Inventory materials
2 people
72
Return borrowed equipment
2 people
73
Remove empty packaging
2 people
74
Send thank-you message
75
Send presentations to members

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 110
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Coat racksqty 2
Clothes hangersqty 120
Foldable tablesqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 130
Dessert platesqty 120
Knivesqty 130
Forksqty 130
Spoonsqty 130
Coffee spoonsqty 120
Serving utensilsqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
Presentation clicker
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 20
Serving plattersqty 12
Serving jugsqty 8
Serving spoonsqty 12

Decorations

Name card holdersqty 110
Tableclothsqty 16
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Pen holdersqty 6

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date and programme before opening registration. Allow at least 6–8 weeks for invitations, speaker coordination and attendee responses, especially if the programme includes several sessions.
Collect speaker information and presentations with a firm deadline, ideally 7 days before the congress. Keep one final copy on the event laptop and check that every file opens before the day.
Ask for dietary requirements in the registration form and give the caterer a final count 3–5 working days beforehand. Include speakers and staff in the catering numbers, not only registered members.
Plan the room around registration, catering and movement between sessions. Set up the registration desk, name badges, coat racks and buffet tables before testing the projector, screen, microphones, clicker and HDMI connections.
Print a run sheet and route information before the final setup. Keep spare charging cables, extension cords, power strips and power banks at the registration or technical desk so small problems do not interrupt the programme.

Frequently asked questions

How far in advance should I organise a Members Congress?: Start at least 6–8 weeks before the event. That gives you time to reserve the venue, invite speakers, publish the programme, open registration and confirm catering and equipment.
When should I close registration for a Members Congress?: Close registration or set a final numbers deadline 3–5 working days before the congress. Use that point to confirm catering, name badges, seating and dietary requirements.
When should speakers send their presentations?: Ask for presentations no later than 7 days before the event. Collecting them earlier gives you time to test the files on the laptop and projector and to resolve missing fonts, videos or adapters.
When should I test the equipment at a Members Congress?: Test the equipment during venue setup, before attendees arrive, with the actual laptop, projector, screen, microphones, clicker and cables. Allow at least 60 minutes for the full check so technical issues do not delay the opening.

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.