How to organise a nursing congress

A nursing congress needs more than a strong programme. You have to coordinate speakers, accreditation details, registrations, catering numbers and room technology on a fixed timeline. Start with the theme and programme structure, then secure the venue and speakers before opening registration. In the final week, check every presentation, badge and microphone, and confirm what the caterer actually needs. This approach keeps last-minute questions from becoming problems on the day.

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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 program and theme
2 people
2
Book the conference venue
3
Approach speakers
2 people
4
Confirm speakers final
5
Book catering
6
Reserve audiovisual equipment
7
Publish registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Answer participants' questions
12
Collect accreditation details
13
Request presentations
14
Finalize the program
2 people
15
Design name badges
16
Print programs and route maps
2 people
17
Print name badges
2 people
18
Check presentations
2 people
19
Confirm catering numbers
20
Send speaker information
21
Print participant list
22
Collect materials and badges
2 people
23
Pick up groceries
2 people
24
Chill drinks
2 people
25
Inspect venue and rooms
2 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Sort name tags
2 people
29
Lay out the programs
2 people
30
Set up speaker room
2 people
31
Set up the presentation area
3 people
32
Connect the projector and screen
2 people
33
Test microphones and speakers
2 people
34
Load presentations onto the conference laptop
35
Check Wi-Fi and charging points
36
Prepare coffee and tea
3 people
37
Set up lunch buffet
4 people
38
Label diet meals
2 people

Event

39
Staff the reception desk
3 people
40
Register participants
3 people
41
Hand out badges and programs
2 people
42
Serve coffee and tea
3 people
43
Guide the opening presentation
2 people
44
Welcome speakers
2 people
45
Guide speakers to the room
46
Provide technical support for presentations
2 people
47
Monitor time and schedule
48
Collect questions from the audience
2 people
49
Refill drinks
2 people
50
Set up coffee break
3 people
51
Serve coffee break
3 people
52
Clear up after the coffee break
2 people
53
Open the lunch buffet
3 people
54
Replenish lunch buffet
3 people
55
Serve diet meals
2 people
56
Clear buffet and tables
3 people
57
Support the evening program
2 people
58
Pass around the microphones
59
Refill drinks during the break
2 people
60
Lead the closing and thank-you speech
61
Escort participants to the exit
2 people

Aftercare

62
Shut down presentations and equipment
2 people
63
Collect name badges and programs
2 people
64
Wash dishes
3 people
65
Collect waste
3 people
66
Clean the rooms
4 people
67
Put tables and chairs back
4 people
68
Hand over the venue
2 people
69
Return equipment
2 people
70
Clear away leftover materials
2 people
71
Archive participant list
72
Send attendance certificates
73
Send a thank-you message to the speakers
74
Sort invoices and receipts

What to bring

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

Furniture

Conference chairsqty 110
Visitor tablesqty 12
Registration tablesqty 2
Speaker table
Stoolsqty 4
Lectern
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Coffee potsqty 8
Water jugsqty 12

Equipment

Presentation laptop
Spare laptop
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Audio mixer
Presentation clickerqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 4
Laptop stand
Flip chartsqty 3
Flipchart markersqty 12
Laser pointerqty 2

Decorations

Name badge holdersqty 110
Name badge clipsqty 110
Congress bannersqty 3
Wayfinding signsqty 8
Tableclothsqty 14
Flower arrangementsqty 6
Speaker signsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 10
Serving spoonsqty 8
Thermos flasksqty 10

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Broom and dustpanqty 2
Mopsqty 2
Glovesqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Set the theme and draft the programme before contacting speakers. Allow at least 8–12 weeks for invitations, confirmations and presentation requests, especially if accreditation details are needed.
Book the venue only after checking the room layout and technical requirements. Plan seating, registration tables, a lectern, projection, wireless microphones and a separate speaker area rather than adding them at the last minute.
Open registration as soon as the core programme and speakers are confirmed. Ask for dietary requirements and accreditation details in the same form, then set a clear deadline 7–10 days before the congress.
Request presentations several days before the event and test each file on the presentation laptop. Bring a spare laptop, HDMI adapters, cables and a clicker; a presentation that works on a speaker’s device may fail on the venue equipment.
Confirm catering numbers and room access 48–72 hours beforehand. Inspect the rooms, signage, registration materials and badges, then chill drinks and place water jugs, cups and glasses before participants arrive.

Frequently asked questions

How long does it take to organise a nursing congress?: Allow at least 8–12 weeks for a small or medium nursing congress. Larger programmes, accreditation requirements or several external speakers may require 4–6 months, mainly because venue and speaker availability must be confirmed early.
When should I invite speakers for a nursing congress?: Approach speakers 8–12 weeks before the event and ask for a final confirmation within 1–2 weeks. Request presentation files no later than 3–5 days before the congress so there is time to test them.
When should nursing congress registration close?: Close registration or freeze the participant count 7–10 days before the event. Send the final catering numbers 48–72 hours beforehand, while keeping a small margin for late changes if the venue allows it.
What AV equipment is needed for a nursing congress?: Allow at least one presentation laptop, a spare laptop, projector, screen, presentation clicker and HDMI adapters. For a room with talks or questions, check the number of wireless microphones, speakers, audio mixer, extension cords and power strips at least 48 hours in advance.

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.