How to organise a Women’s Congress

A Women’s Congress needs more than a strong programme. Start by locking in the date and venue, then build the schedule around confirmed speakers before opening registration. During the registration period, track dietary requirements and participant questions as carefully as names. In the final week, focus on presentations, badges, catering and room layout; on the day, allow time to test every microphone, cable and presentation before guests arrive.

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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 date and location
2
Draw up the program and schedule
2 people
3
Confirm speakers definitively
4
Collect speaker information
5
Design invitations
6
Send invitations
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Answer participants' questions
2 people
11
Create final participant list
12
Prepare name badges
2 people
13
Print programs
14
Collect presentations
15
Check presentations technically
2 people
16
Place catering order
17
Make reservations
18
Determine seating layout
2 people
19
Prepare the registration desk
2 people
20
Bring materials to the venue
3 people
21
Check the venue and entrance
2 people
22
Clear and clean the hall
3 people
23
Set up tables and chairs
4 people
24
Set up registration desk
2 people
25
Lay out name badges
2 people
26
Set up the stage and podium table
3 people
27
Set up projector and screen
2 people
28
Connect microphones
2 people
29
Test sound system
2 people
30
Set up presentations
31
Check the lighting
32
Hang up decorations
3 people
33
Put up directional signs
2 people
34
Set up break and buffet tables
3 people
35
Chill drinks
2 people
36
Prepare coffee and tea
2 people
37
Prepare snacks
3 people
38
Set up the dinner buffet
4 people
39
Hold team briefing
6 people

Event

40
Open registration
3 people
41
Welcome participants
2 people
42
Hand out programs
2 people
43
Hand out name badges
2 people
44
Guide the opening presentation
2 people
45
Announce the speakers
46
Operate presentations technically
2 people
47
Manage microphones
48
Monitor time per session
49
Set up coffee break
3 people
50
Serve coffee and tea
3 people
51
Refill drinks
2 people
52
Refill snacks
2 people
53
Clear buffet and tables
2 people
54
Moderate the Q&A
2 people
55
Open the dinner buffet
3 people
56
Serve dinner buffet
5 people
57
Serve diet meals
2 people
58
Top up drinks for dinner
2 people
59
Collect used dishes
3 people
60
Support the evening program
2 people
61
Operate lighting and sound
2 people
62
Facilitate the networking moment
3 people
63
Handle the final round of drinks
2 people
64
Guide the farewell and departure
3 people

Aftercare

65
Collect lost property
2 people
66
Pack leftovers safely
3 people
67
Wash dishes
3 people
68
Sort and remove waste
3 people
69
Clean the buffet and kitchen
3 people
70
Clean the room
4 people
71
Put the tables and chairs back
4 people
72
Power Down and Pack Up Equipment
2 people
73
Remove decorations
3 people
74
Inventory materials
2 people
75
Return borrowed materials
2 people
76
Clear away leftover materials
2 people
77
Send a thank-you message to the speakers
78
Send participant message

What to bring

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

Furniture

Chairsqty 115
Tablesqty 18
Registration desk
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
Clothes racksqty 2

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Forksqty 130
Knivesqty 130
Spoonsqty 130
Coffee spoonsqty 120
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Power banksqty 4

Decorations

Congress banner
Flower arrangementsqty 6
Table runnersqty 12
Name badgesqty 120
Wayfinding signsqty 8
Menusqty 12

Lighting

LED string lightsqty 6
LED floor lampsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Food warmersqty 6
Tea towelsqty 12

Cleaning

Waste binsqty 8
Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm speakers before publishing the programme. Collect each speaker’s biography, session title, presentation format and technical requirements at least two weeks before the congress.
Open registration only after the schedule, venue details and accessibility information are settled. Keep one live participant list and set a deadline for dietary requirements, ideally 5–7 days before the event.
Plan the registration desk for the first 30 minutes of arrivals. Arrange name badges alphabetically and place printed programmes, pens and answers to common participant questions within reach.
Run a complete technical check before the doors open: test the projector, screen, laptop, HDMI cables, clicker, audio mixer and every wireless microphone. Bring extension cords, power strips and charged power banks as backups.
Set the room in the order guests will use it. Put tables and chairs in place first, then prepare the registration desk, speaker table, stage, buffet tables and clothes racks; finish with tableware and clearly labelled catering areas.

Frequently asked questions

How far in advance should I organise a Women’s Congress?: Start at least 8–12 weeks before the event. Use the first two weeks to confirm the date, venue, programme framework and speakers, leaving the final 7 days for printing, catering confirmation and technical checks.
When should I send invitations for a Women’s Congress?: Send invitations 6–8 weeks before the congress if possible. Keep registration open for around 3–4 weeks, then use the final week to confirm the participant list, dietary requirements and unanswered questions.
How long before the event should speakers submit presentations?: Ask for final presentations 5–7 days before the congress. Check them on the actual laptop and projector no later than the day before, and keep a copy on a backup device.
How early should the venue be set up on the day?: Allow at least 2–3 hours before participants arrive. Set up the furniture and registration desk first, then test the sound and projection equipment and leave 30 minutes for unexpected changes.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.