How to organise a national congress
A national congress needs a firm structure long before delegates arrive. Start by fixing the date, venue and programme framework, then secure speakers and open registration only when the key details are reliable. Work backwards from the event day for catering numbers, presentations, badges, signage and technical checks. The most common problems are late dietary information, missing speaker files and equipment that has not been tested in the actual room.
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
Set the program and times
3 people
- 3
Approach speakers
2 people
- 4
Confirm speakers and sessions
2 people
- 5
Send invitations
2 people
- 6
Open the registration form
- 7
Process registrations
2 people
- 8
Collect dietary requirements
- 9
Collect transport information
- 10
Publish parking information
- 11
Book catering
2 people
- 12
Reserve equipment
2 people
- 13
Reserve photographer
- 14
Reserve security
- 15
Confirm the emcee
- 16
Collect speaker information
2 people
- 17
Collect presentations
2 people
- 18
Check presentations technically
2 people
- 19
Publish the program online
- 20
Send participant confirmations
2 people
- 21
Create badges and attendee list
3 people
- 22
Make name badges for speakers
- 23
Make route and hall signs
2 people
- 24
Order conference materials
2 people
- 25
Share catering numbers
2 people
- 26
Confirm diet meals
- 27
Send speaker briefing
2 people
- 28
Brief volunteers
3 people
- 29
Print the run sheet
2 people
- 30
Update participant list
2 people
- 31
Purchase speaker gifts
- 32
Do the shopping
3 people
- 33
Bring materials to the venue
3 people
- 34
Mark the room layout
2 people
- 35
Set up equipment and presentations
3 people
- 36
Set up registration desk
2 people
- 37
Set up tables and chairs
6 people
- 38
Set up the stage and podium table
3 people
- 39
Hang up signage
2 people
- 40
Staff the registration desk
3 people
- 41
Set up coffee stations
3 people
- 42
Build the catering buffet
4 people
- 43
Test the equipment
3 people
Event
- 44
Welcome speakers
2 people
- 45
Register participants
4 people
- 46
Hand out badges
3 people
- 47
Serve welcome coffee
3 people
- 48
Lead the opening session
3 people
- 49
Provide technical support for presentations
2 people
- 50
Manage microphones
2 people
- 51
Moderate audience Q&A
2 people
- 52
Serve coffee break
4 people
- 53
Refill drinks
3 people
- 54
Restock the buffet
4 people
- 55
Escort speakers to rooms
2 people
- 56
Open breakout sessions
4 people
- 57
Support breakout sessions
6 people
- 58
Close breakout sessions
4 people
- 59
Open the dinner buffet
4 people
- 60
Serve diet meals
3 people
- 61
Clear the dining room
5 people
- 62
Lead the evening session
3 people
- 63
Wrap up beverage service
3 people
- 64
Lead the closing and thank-you moment
2 people
- 65
See participants off
3 people
Aftercare
- 66
Take down registration desk
2 people
- 67
Switch off the equipment
3 people
- 68
Collect tableware
5 people
- 69
Collect waste
4 people
- 70
Clean the rooms
6 people
- 71
Put furniture back
6 people
- 72
Pack up materials
4 people
- 73
Return borrowed materials
2 people
- 74
Store leftover stock
2 people
- 75
Send speaker thank-yous
- 76
Send thank-you email to participants
- 77
Share presentations with participants
- 78
Check invoices and deposit
2 people
- 79
Archive photos and documents
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Conference chairsqty 330
- Tablesqty 36
- Registration tablesqty 4
- High tablesqty 24
- Speaker tableqty 2
- Stage sectionsqty 6
- Coat racksqty 4
- Waste binsqty 12
Equipment
- Projectorsqty 4
- Projection screensqty 4
- Presentation laptopsqty 4
- Presentation clickersqty 4
- Wireless microphonesqty 8
- Table microphonesqty 4
- Speakersqty 8
- Microphone standsqty 6
- Mixing consolesqty 2
- Extension cordsqty 20
- Power stripsqty 16
- HDMI cablesqty 8
- USB-C adaptersqty 8
- Power banksqty 6
- Walkie-talkiesqty 8
- Laptop chargersqty 8
- USB sticksqty 12
- Label printersqty 2
- Printer paperqty 10
- Ink cartridgesqty 4
- Gaffer tapeqty 12
- Cable tiesqty 200
- Tool casesqty 2
Lighting
- LED work lightsqty 8
- Atmosphere lightsqty 12
Tableware
- Water glassesqty 360
- Wine glassesqty 360
- Coffee cupsqty 360
- Dinner platesqty 360
- Dessert platesqty 360
- Cutlery setsqty 360
- Serving spoonsqty 24
- Coffee potsqty 12
- Teapotsqty 8
Kitchen
- Coolersqty 8
- Food warmersqty 12
- Serving bowlsqty 24
- Serving traysqty 16
- Pliersqty 16
- Soup ladlesqty 8
- Thermos flasksqty 12
- Corkscrewsqty 4
Decorations
- Tableclothsqty 36
- Stage backdropsqty 2
- Flower arrangementsqty 12
- Name badge holdersqty 24
- Flagsqty 12
- Entrance banner
- Stage banner
- Directional signsqty 20
- Room signsqty 8
- Badgesqty 360
- Lanyardsqty 360
- Name badgesqty 40
- Program leafletsqty 360
- Notepadsqty 360
- Ballpoint pensqty 400
- Speaker giftsqty 24
- Evaluation formsqty 360
- Table numbersqty 36
- Name card holdersqty 360
Catering
- Groceries
- Buffet Labelsqty 60
- Diet labelsqty 40
- Menusqty 36
- Drink dispensersqty 8
- Water jugsqty 24
Cleaning
- Trash bag holdersqty 12
- Litter pickersqty 4
- Cleaning bucketsqty 4
- Cleaning clothsqty 24
- Mopsqty 6
- Broom setsqty 4
- Toilet brushesqty 6
Tips
- Set the date and venue before approaching speakers, then allow at least 8–12 weeks for invitations, registration and programme changes. Check room capacity, stage sections, registration tables, coat racks and waste bins against the expected attendance.
- Build the programme around fixed arrival, lunch and closing times before confirming sessions. Ask speakers for their session title, biography, presentation format and technical needs at least 2 weeks before the congress.
- Open registration only after the core programme, venue access and transport information are ready. Close dietary and transport questions 7–10 days before the event so catering numbers and parking instructions can be finalised.
- Collect presentations no later than 48 hours before the first session and test every file on the presentation laptops. Check projectors, screens, HDMI cables, USB-C adapters, clickers, wireless microphones and table microphones in the rooms where they will be used.
- Prepare badges, the attendee list, speaker badges and route signs before the final week. Keep walkie-talkies, power banks, extension cords and power strips with the event team, and schedule a full room and sound check before registration opens.
Frequently asked questions
- How far in advance should you organise a national congress?
- Start planning at least 6 months ahead for a national congress, especially if the venue and speakers are not yet confirmed. Fix the date and venue first, then allow 8–12 weeks for invitations, registration and programme coordination.
- When should I open registration for a national congress?
- Open registration once the venue, main programme, timings and practical travel information are confirmed. A useful minimum is 8 weeks before the congress, leaving time to process registrations and send confirmations.
- When should catering numbers be confirmed for a congress?
- Collect dietary requirements during registration and send the final catering numbers 7–10 days before the event. Include registered delegates, speakers and staff, and keep a small allowance for late changes.
- When should speakers submit their presentations?
- Ask speakers to submit presentations at least 48 hours before the first session. This gives the technical team time to check fonts, videos, aspect ratios and connections on the actual presentation laptops and projectors.
Plans a lot like this one
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.
Organize this event for free with LizztOrganize for free and invite your contacts!