How to organise a regional congress

A regional congress needs a clear sequence: fix the date and programme first, then secure the venue, speakers and essential equipment before opening registration. After that, participant numbers drive catering, seating, badges and printed materials. The details that cause last-minute problems are usually dietary requirements, speaker presentations, technical checks and missing cables or power supplies. Use the full plan to keep the 71 tasks and 60 supplies 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
2 people
4
Publish the program
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Ask about technical requirements
10
Collect speaker information
2 people
11
Book catering
12
Reserve equipment
13
Design badges
14
Prepare program brochures
15
Create signage
16
Update participant list
2 people
17
Collect presentations
18
Confirm catering numbers
19
Send speaker briefing
20
Print name badges
2 people
21
Print the program booklets
2 people
22
Check the shopping list
23
Do the shopping
2 people
24
Collect materials
2 people
25
Put presentations on USB
26
Open venue
2 people
27
Check the Venue
2 people
28
Set up the reception table
2 people
29
Set up tables and chairs
4 people
30
Set up the speaker podium
2 people
31
Connect the projector
2 people
32
Test microphones
2 people
33
Test presentations
2 people
34
Set up coffee station
2 people
35
Set up the buffet
3 people
36
Lay Out Badges and Brochures
2 people
37
Hang up signage
2 people

Event

38
Welcome speakers
2 people
39
Register participants
4 people
40
Hand out badges
3 people
41
Serve coffee and tea
3 people
42
Guide the opening
2 people
43
Announce the speakers
44
Monitor time per session
45
Pass around the microphone
46
Provide technical support
2 people
47
Set up coffee break
3 people
48
Refill drinks
2 people
49
Clear used dishes
2 people
50
Serve lunch buffet
4 people
51
Serve diet meals
2 people
52
Refill buffet
3 people
53
Clear away dishes
3 people
54
Lead the evening session
2 people
55
Facilitate Q&A
2 people
56
Handle the closing
2 people
57
Guide visitors to the exit
2 people

Aftercare

58
Switch off the equipment
2 people
59
Pack leftovers
2 people
60
Clear tables and chairs
4 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the room
3 people
64
Remove signage
2 people
65
Inventory materials
2 people
66
Lock up the venue
2 people
67
Return equipment
68
Return furniture
2 people
69
Store leftover materials
2 people
70
Send a thank-you gift to participants
71
Follow up on presentations

What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 14
Registration tablesqty 2
Speaker lectern
Buffet tablesqty 4
Coat racksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3
Presentation clickerqty 2
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8
Serving plattersqty 12
Pliersqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Aluminum foilqty 3

Decorations

Tableclothsqty 14
Name badgesqty 120
Badge holdersqty 120
Program boardsqty 6
Route arrowsqty 12
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 12
Ballpoint pensqty 120
Notepadsqty 120
Wristbandsqty 120

Lighting

Standing lampsqty 4
LED light stringsqty 4

Cleaning

Waste binsqty 8
Hand soap dispensersqty 4
Towel dispensersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Washing-up bowlsqty 2

Catering

Groceries

Tips

Set the date, venue and draft programme before inviting speakers or publishing registration. Allow at least 8–12 weeks for a regional congress so speakers, catering and equipment can be confirmed without rushing.
Open registration only after the programme is stable. Ask for dietary requirements and speaker information on the form, then review the participant list weekly and use the latest count to confirm catering numbers.
Contact every speaker about technical requirements before the event. Collect presentations in advance, copy them to USB sticks, and test the laptop, projector, screen, HDMI cables, microphones and speakers before doors open.
Plan the room around the programme rather than placing furniture at the last minute. Check the number of conference chairs, tables, registration tables, the lectern, buffet tables and coat racks against the expected attendance.
Print badges, programme booklets and signage after the registration deadline, with a small spare batch. Set up registration, coffee service and directional signs before the first arrival, and keep extension cords, power strips and power banks accessible.

Frequently asked questions

How far in advance should I organise a regional congress?: Start at least 8–12 weeks before the event. Use the first two weeks to confirm the date, venue, programme and speakers, then leave several weeks for registration, catering and technical preparation.
When should I open registration for a regional congress?: Open registration once the main programme and speakers are confirmed, usually 6–8 weeks before the congress. Keep registration open until 7–10 days before the event so you can finalise catering and print materials.
When should I confirm catering numbers?: Confirm the final catering numbers 5–7 days before the congress, after checking registrations and dietary requirements. Send the caterer any changes immediately rather than relying on the original registration total.
How do I prepare presentations for a regional congress?: Ask speakers for their presentations at least 3–5 days before the event. Test every file on the presentation laptop, copy the final versions to USB sticks and keep a backup available in case a speaker arrives with a different format.

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.