How to organise a World Congress from start to finish

A World Congress needs one master plan linking the programme, speakers, venue, registration and technical production. Start by fixing the conference date and session structure, then secure rooms and invite speakers before opening registration. Work backwards from the event to set deadlines for travel, presentations, catering, badges and printed materials. The most common problems appear in the final week: missing speaker files, unconfirmed dietary requirements, incomplete badge data and equipment that has not been tested together.

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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 conference date and program
3 people
2
Reserve the venue and rooms
2 people
3
Invite speakers
2 people
4
Collect speaker details
2 people
5
Request presentations and portraits
2 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Open the registration form
2 people
9
Keep the registration list up to date
2 people
10
Process registrations
3 people
11
Collect dietary requirements
2 people
12
Confirm speaker travel
2 people
13
Reserve hotel rooms
2 people
14
Book catering
2 people
15
Reserve technical equipment
2 people
16
Reserve interpreter booths
2 people
17
Publish the program online
2 people
18
Send visitor information
2 people
19
Check badge details
3 people
20
Print name badges
3 people
21
Assemble conference folders
5 people
22
Check presentations technically
3 people
23
Create maps and signage
2 people
24
Work out table layout
2 people
25
Print session schedules
2 people
26
Confirm deliveries
2 people
27
Check the shopping list
2 people
28
Do the shopping
4 people
29
Sort Registration Materials
3 people
30
Prepare conference folders
4 people
31
Clean the hall and foyer
4 people
32
Set up tables
6 people
33
Set up chairs
6 people
34
Set up the stage and podium table
4 people
35
Set up registration desk
3 people
36
Connect the technical equipment
4 people
37
Test lighting and projection
3 people
38
Test Translation Equipment
3 people
39
Hang up signage
3 people
40
Put up decorations and flags
3 people
41
Set up the catering area
4 people
42
Prepare coffee and tea
3 people

Event

43
Staff the reception desk
4 people
44
Register visitors
6 people
45
Hand out badges
4 people
46
Hand out conference folders
3 people
47
Welcome speakers
2 people
48
Give technical briefing
3 people
49
Lead the opening session
3 people
50
Manage microphones and presentations
3 people
51
Issue Translation Equipment
3 people
52
Set up coffee break
4 people
53
Serve coffee and tea
5 people
54
Refill drinks
3 people
55
Open the session rooms
3 people
56
Facilitate parallel sessions
8 people
57
Facilitate Q&A
3 people
58
Set up the dinner buffet
6 people
59
Serve dinner buffet
8 people
60
Serve diet meals
3 people
61
Clear tables during the event
5 people
62
Lead evening sessions
6 people
63
Deliver the closing presentation
3 people
64
Collect translation equipment
3 people
65
Wave goodbye to visitors
4 people

Aftercare

66
Collect tableware
5 people
67
Collect waste
4 people
68
Clear the rooms
6 people
69
Clear tables and chairs
6 people
70
Switch off equipment
3 people
71
Wash dishes
5 people
72
Clean the rooms
5 people
73
Remove signage
3 people
74
Remove decorations and flags
3 people
75
Pack leftover catering
3 people
76
Inventory materials
2 people
77
Return borrowed materials
3 people
78
Return equipment and furniture
3 people
79
Collect invoices and deposit documents
2 people
80
Send thank-you messages
2 people
81
Archive presentations and photos
2 people

What to bring

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

Furniture

Conference chairsqty 330
Foldable tablesqty 36
Bistro tablesqty 24
Registration tablesqty 4
Speaking tablesqty 2
Stage sectionsqty 12
Lectern
Dressing tablesqty 8

Equipment

Projectorsqty 4
Projection screensqty 4
Laptopsqty 6
Presentation clickersqty 6
Wireless microphonesqty 10
Table microphonesqty 8
Microphone standsqty 6
Speakersqty 8
Mixing consolesqty 3
Extension cordsqty 20
Power stripsqty 20
HDMI cablesqty 12
USB-C adaptersqty 8
Translation receiversqty 330
Translation transmittersqty 8
Headsetsqty 330
Wi-Fi routersqty 6
Power banksqty 12

Lighting

LED spotlightsqty 12
Standing lampsqty 8
Light standsqty 8

Tableware

Water glassesqty 360
Wine glassesqty 330
Coffee cupsqty 330
Dinner platesqty 360
Dessert platesqty 360
Dinnerware cutleryqty 360
Coffee spoonsqty 330
Serving utensilsqty 36

Kitchen

Coffee machinesqty 6
Kettlesqty 6
Thermos flasksqty 18
Chafing dishesqty 12
Serving plattersqty 24
Serving trays with lidsqty 12
Buffet traysqty 24
Cutting boardsqty 6
Chef's knivesqty 6
Coolersqty 8
Ice cube traysqty 12

Decorations

Country flagsqty 40
Flag standsqty 20
Table runnersqty 36
Name badge holdersqty 330
Directional signsqty 20
Information boardsqty 12
Roll-up bannersqty 6
Table numbersqty 36

Cleaning

Waste binsqty 20
Vacuum cleanersqty 4
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 3
Hand soap dispensersqty 12

Catering

Groceries

Tips

Set the programme and room plan before sending invitations. Confirm which sessions need translation, stage sections, lecterns, microphones, projection screens or separate seating so the venue can reserve the right spaces and equipment.
Give speakers a firm deadline for biographies, portraits and presentations, preferably several weeks before the congress. Check every presentation technically before the event and keep a final version on the presentation laptop.
Open registration only after the invitation details, programme and visitor information are stable. Review the registration list at least weekly, then check badge names, dietary requirements and attendance changes again shortly before printing.
Book speaker travel, hotel rooms and catering from confirmed registration data rather than estimates alone. Set a cut-off date for dietary requirements and send the final catering numbers after that deadline.
Run a complete venue test before doors open: registration tables, signage, Wi-Fi, projectors, HDMI and USB-C connections, microphones, translation receivers and power supplies. Test the equipment in the rooms where it will actually be used, not only at the storage or control desk.

Frequently asked questions

How far in advance should you organise a World Congress?: Start planning at least 9 to 12 months before the congress, especially if several rooms, international speakers and translation services are involved. Fix the date and programme framework first, then reserve the venue and begin speaker invitations.
When should registration open for a World Congress?: Open registration once the date, core programme, venue information and registration questions are confirmed. For a large international congress, opening 4 to 6 months beforehand gives time to process registrations, arrange travel and order catering accurately.
When should speakers submit their presentations?: Set the presentation deadline 2 to 4 weeks before the congress. This leaves time to collect missing files, check formats and videos, load the final versions onto laptops and resolve problems with projectors, adapters or microphones.
When should name badges and conference folders be printed?: Print name badges and assemble conference folders after the registration list has had its final review, usually 3 to 7 days before the event. Keep a small set of blank badges and spare materials for late registrations or name changes.

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.