How to organise a trade union congress

A trade union congress needs more than a venue and a programme. Start by fixing the date and room, then build the agenda around confirmed speakers, registration deadlines and technical requirements. The final weeks are mainly about turning responses into reliable numbers: attendees, dietary needs, badges, handouts, seating and catering. Use the plan below to keep decisions in the right order and prevent common last-minute problems such as missing presentations, incorrect meal counts or unusable cables.

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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
Confirm conference date
2
Reserve venue
3
Book catering
4
Reserve technical support
5
Invite speakers
2 people
6
Compile program
2 people
7
Create a registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect speaker information
12
Request presentations
13
Check participant list
2 people
14
Design name badges
15
Order conference badges
16
Prepare handouts
2 people
17
Print the program
18
Send directions
19
Share catering numbers
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Collect materials
3 people
23
Fill in name badges
3 people
24
Check presentations
2 people
25
Sort handouts
2 people
26
Open venue
2 people
27
Check the Venue
2 people
28
Set up chairs
4 people
29
Set up tables
3 people
30
Set up registration desk
2 people
31
Set up the stage table
2 people
32
Connect the projector
2 people
33
Set up the screen
2 people
34
Test microphones
2 people
35
Set up presentations
36
Check the lighting
37
Hang up signage
2 people
38
Lay out name badges
2 people
39
Lay out handouts
2 people
40
Prepare coffee and tea
3 people
41
Set up lunch buffet
4 people
42
Chill drinks
2 people
43
Brief the registration team
2 people
44
Welcome speakers
2 people

Event

45
Register participants
4 people
46
Distribute program
2 people
47
Take coats
2 people
48
Lead the opening session
2 people
49
Provide technical support for speakers
2 people
50
Monitor the schedule
51
Collect questions from the audience
2 people
52
Serve coffee break
4 people
53
Refill drinks
2 people
54
Collect trash during the break
2 people
55
Serve lunch buffet
5 people
56
Serve diet meals
2 people
57
Restock the buffet
3 people
58
Collect used dishes
3 people
59
Lead the evening session
2 people
60
Supervise voting with ballots
3 people
61
Lead the closing speech
62
Restock drinks for drinks reception
2 people
63
Serve snacks
3 people
64
See guests out
3 people

Aftercare

65
Collect materials
4 people
66
Switch off equipment
2 people
67
Wash dishes
4 people
68
Sort waste
3 people
69
Clear the hall
5 people
70
Clean the room
3 people
71
Put furniture back
4 people
72
Return venue keys
73
Return rented equipment
2 people
74
Store leftover catering
2 people
75
Archive name badges
76
Archive participant list
77
Store photo and video material
78
Collect invoices and receipts
79
Send thank-you messages

What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Registration desk
Coat racksqty 4
Stoolsqty 6
Table linenqty 14
Stage table

Tableware

Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 16
Serving utensilsqty 12
Coffee potqty 6
Teapotsqty 4
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
USB sticksqty 3
Charging cablesqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Lightingqty 6
Wall clocksqty 3

Decorations

Congress bannersqty 3
Directional signsqty 12
Table signsqty 14
Table décorqty 14
Speaker signsqty 8
Flagsqty 4
Flagpolesqty 4

Office

Name badgesqty 120
Lanyardsqty 120
Programsqty 120
Handoutsqty 120
Notepadsqty 120
Ballpoint pensqty 140
Ballotsqty 120
Ballot boxesqty 3
Flip chartqty 2
Flip chart paperqty 6
Markersqty 12
Tapeqty 6
Writing clipboardsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Serving plattersqty 14
Serving trays with lidsqty 8
Bread basketsqty 8
Small bowlsqty 16
Pliersqty 10
Measuring cupsqty 3
Kitchen glovesqty 6
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 12

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Cleaning cart
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Catering

Groceries

Tips

Set the main deadlines as soon as the date is confirmed: book the venue and catering first, then allow at least 2–3 weeks for invitations and registration responses. Keep one person responsible for updating the programme.
Request speaker details and presentations before the final week. Set a submission deadline at least 7 days before the congress so slides can be checked on the laptop and projector rather than opened for the first time on stage.
Close registration numbers 3–5 days before the event and send the final count, dietary requirements and seating needs to the caterer. Keep a small buffer for late changes, but do not rely on walk-in numbers.
Prepare the registration desk before delegates arrive: alphabetise the participant list, fill in name badges and place the programme and handouts together. Allow 30–45 minutes for set-up, including tables, chairs and coat racks.
Test the complete technical chain at least 2 hours before the first session. Check the projector, screen, laptop, HDMI cables, power strips, extension cords, mixer, speakers and wireless microphones with the actual presentations.

Frequently asked questions

How far in advance should I organise a trade union congress?: Start at least 8–12 weeks before the congress. Confirm the date and venue first, then allow time for speakers, invitations, registrations, catering numbers and technical support.
When should registration close for a trade union congress?: Close standard registration 3–5 days before the event. This gives you time to check the participant list, print badges, prepare handouts and send confirmed catering numbers.
When should speakers submit their presentations?: Ask for presentations no later than 7 days before the congress. Review every file before the event and load the final versions onto the presentation laptop at least 2 hours before the first session.
How much time is needed to set up a trade union congress?: Allow at least 2 hours for room and technical set-up, plus 30–45 minutes for the registration desk. Add extra time if tables, chairs, coat racks, microphones or the projection system are being installed on the day.

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.