How to organise a research congress

A research congress depends on more than a strong programme. You need enough time to confirm speakers, collect presentations and poster details, open registration, and coordinate catering and audiovisual equipment. Start with the programme and venue, then build the registration and speaker workflows around them. In the final week, focus on print files, signage, technical checks and volunteer briefings so the event can run without last-minute decisions.

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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
Finalize the program
2 people
2
Confirm speakers
2 people
3
Reserve venue
4
Book catering
2 people
5
Reserve audiovisual equipment
6
Send invitations
2 people
7
Open the registration form
8
Collect speaker information
2 people
9
Inventory research posters
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Send parking information
13
Request presentations
14
Design name badges
15
Prepare program brochures
16
Design route signs
17
Set up poster area
2 people
18
Create technical run sheet
2 people
19
Brief volunteers
2 people
20
Confirm catering details
21
Check print files
2 people
22
Print program leaflets
2 people
23
Print name badges
2 people
24
Have posters printed
25
Collect presentations
26
Check the shopping list
2 people
27
Do the shopping
3 people
28
Sort materials
3 people
29
Open venue
2 people
30
Set out the room layout
4 people
31
Set up registration desk
2 people
32
Set up tables and chairs
4 people
33
Set up the stage table
2 people
34
Set up projector and screen
2 people
35
Connect microphones
2 people
36
Test presentations
2 people
37
Hang posters
3 people
38
Place route signs
2 people
39
Prepare registration materials
2 people
40
Set up coffee station
3 people
41
Set up buffet
4 people
42
Chill drinks
2 people

Event

43
Welcome speakers
2 people
44
Register visitors
4 people
45
Hand out name badges
2 people
46
Serve welcome coffee
3 people
47
Guide the opening
2 people
48
Provide technical support for presentations
2 people
49
Guide speakers to the room
50
Refill drinks
2 people
51
Provide coffee break
3 people
52
Guide the poster round
3 people
53
Serve dinner buffet
5 people
54
Serve diet meals
2 people
55
Collect tableware
3 people
56
Support the evening program
2 people
57
Collect questions from the audience
58
Handle the closing
2 people
59
See visitors out
3 people

Aftercare

60
Secure presentations
61
Switch off equipment
2 people
62
Remove posters
3 people
63
Dismantle tables and chairs
4 people
64
Wash dishes
3 people
65
Collect waste
3 people
66
Clean the room
4 people
67
Pack up materials
3 people
68
Return borrowed items
2 people
69
Store leftover catering
2 people
70
Send thank-you message
71
Share presentations
72
Archive attendance list

What to bring

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

Furniture

Tablesqty 14
Chairsqty 90
Stage table
Registration deskqty 2
High tablesqty 8
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Laser pointerqty 2
Presentation clickersqty 2
Power banksqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Coffee spoonsqty 100
Serving traysqty 8
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Food warmersqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Measuring cupsqty 4
Ice packsqty 20

Decorations

Conference bannersqty 2
Tableclothsqty 14
Name badge holdersqty 90
Poster panelsqty 12
Poster clipsqty 48
Directional signsqty 12
Table numbersqty 14
Flower arrangementsqty 6

Lighting

Standing lampsqty 4
String lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Finalise the programme before sending invitations. Confirm each speaker’s session, timing and format, then request presentation files by a fixed deadline rather than waiting until the event week.
Open registration as soon as the programme is stable. Ask for dietary requirements during registration and send parking information before arrival; both are easy to overlook until catering and guest questions are already piling up.
Treat posters as a separate workflow. Count the expected posters early, confirm the print deadline, and set up the poster area with tables, signs and enough space for people to stop without blocking registration.
Create a technical run sheet for every session. List the laptop, projector, screen, microphones, HDMI adapters, power strips and clicker needed, and test the complete setup before the first speaker arrives.
Prepare the arrival desk before the doors open. Sort printed name badges alphabetically, place programme leaflets at the registration desk, and brief volunteers on routes, poster locations and how to handle missing registrations.

Frequently asked questions

How far in advance should I organise a research congress?: Start planning at least 6 months ahead for a congress with multiple speakers, posters and catering. Use the first 4–6 weeks to secure the venue, shape the programme and confirm key speakers before opening registration.
When should registration open for a research congress?: Open registration once the venue, date and core programme are confirmed, usually 8–12 weeks before the event. Close or review numbers at least 10–14 days before the congress so catering and name badges can be finalised.
When should speakers send their presentations?: Set the presentation deadline 5–7 days before the congress. Collect files centrally, check that they open on the event laptop, and keep a final copy ready for the technical team.
How do I organise posters at a research congress?: Count posters when you collect presenter information, then confirm the print deadline at least 7 days before the event. Mark the poster area clearly and prepare the tables and route signs before registration opens.

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.