How to organise an architecture congress

An architecture congress needs a clear programme, reliable speaker coordination and careful control of practical details. Start by fixing the date, venue and session structure, then confirm speakers before opening registration. In the final weeks, focus on dietary requirements, visitor information, presentations and room setup. The plan below keeps those steps in sequence, including the checks that are easiest to leave until the last day.

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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 program and date
2 people
2
Reserve venue
3
Approach speakers
2 people
4
Confirm speakers
5
Request presentations
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Update visitor list
11
Prepare name badges
2 people
12
Print the program
13
Create directions
14
Send parking information
15
Book catering
2 people
16
Put together the lunch menu
2 people
17
Record vegetarian options
18
Check reservations
19
Test technical equipment
2 people
20
Collect presentations
21
Create backup presentations
22
Sort name tags
2 people
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Prepare the registration desk
2 people
26
Set up the presentation room
3 people
27
Set up chairs
4 people
28
Set up tables
3 people
29
Set up the stage table
2 people
30
Set up the projector and screen
2 people
31
Test microphones
2 people
32
Set up lighting
2 people
33
Set up presentations
34
Set up information points
2 people
35
Place programs
2 people
36
Lay out name badges
2 people
37
Set up coffee station
2 people
38
Set up lunch buffet
4 people
39
Check catering
2 people
40
Brief the registration team
2 people

Event

41
Welcome speakers
2 people
42
Register visitors
4 people
43
Hand out name badges
2 people
44
Serve welcome coffee
3 people
45
Guide the opening presentation
2 people
46
Announce the speakers
47
Provide technical support for presentations
2 people
48
Manage microphones
49
Moderate audience Q&A
50
Refill coffee and tea
2 people
51
Refill drinks
2 people
52
Serve break snacks
3 people
53
Serve lunch buffet
5 people
54
Restock the buffet
3 people
55
Serve diet meals
2 people
56
Set up the networking drinks reception
3 people
57
Host the networking drinks reception
3 people
58
Remove waste regularly
2 people
59
Check out visitors
2 people
60
See off speakers
2 people

Aftercare

61
Switch off the equipment
2 people
62
Collect tableware
3 people
63
Tear down the buffet
3 people
64
Dismantle tables and chairs
4 people
65
Remove decorations
2 people
66
Collect waste
3 people
67
Clean the room
3 people
68
Check toilets
69
Sort borrowed materials
2 people
70
Return equipment
2 people
71
Return furniture
3 people
72
Store leftover groceries
2 people
73
Archive registration details
74
Send thank-you emails

What to bring

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

Furniture

Conference chairsqty 140
Rectangular tablesqty 16
Tall cocktail tablesqty 10
Stage tableqty 2
Speaker chairsqty 6
Dressing room racksqty 2
Clothes hangersqty 30
Waste binsqty 12

Tableware

Water glassesqty 160
Wine glassesqty 160
Coffee cupsqty 160
Coffee spoonsqty 160
Dinner platesqty 160
Dessert platesqty 160
Dinner cutlery setsqty 160
Serving spoonsqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Power stripsqty 10
Extension cordsqty 10
USB sticksqty 4
Flip chartsqty 4
Flipchart markersqty 24
Laser pointerqty 2
Rechargeable batteriesqty 16

Registration

Registration tablesqty 3
Name badgesqty 140
Badge holdersqty 140
Lanyardsqty 140
Clipboardsqty 6
Ballpoint pensqty 30
Registration signsqty 3
Program foldersqty 140
Wristbandsqty 140

Decorations

Conference bannersqty 4
Directional signsqty 12
Info panelsqty 6
Tableclothsqty 20
Speaker name placardsqty 6
Program postersqty 8
Plantsqty 12

Lighting

LED spotlightsqty 8
Atmosphere lightsqty 10

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Serving plattersqty 16
Serving tongsqty 10
Cutting boardsqty 4
Chef's knivesqty 4
Bread basketsqty 8
Drink dispensersqty 4
Ice packsqty 24

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 30
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the programme and date before approaching speakers. Allow at least 8–12 weeks for invitations, confirmations, presentation requests and attendee registration.
Open registration only after the venue capacity, programme and catering approach are clear. Review registrations at least weekly and keep one current visitor list for badges and check-in.
Request presentations before the congress and collect a backup copy on a USB stick. Test the projector, screen, laptop, HDMI adapters, microphones, mixer and speakers before guests arrive.
Ask for dietary requirements when people register, then record vegetarian options separately for the caterer. Confirm the final numbers and menu several days before the event rather than on the morning itself.
Prepare the registration desk with sorted name badges, the printed programme and directions. Send parking information in advance, and leave enough time before opening for room, furniture and technical checks.

Frequently asked questions

How far in advance should I organise an architecture congress?: Start at least 8–12 weeks before the event. That gives you time to reserve the venue, confirm speakers, open registration, collect presentations and finalise catering.
When should I confirm architecture congress speakers?: Approach speakers as soon as the date, venue and programme structure are agreed, ideally 8–12 weeks ahead. Request their presentation files no later than 7 days before the congress.
When should I collect dietary requirements for a congress?: Ask for dietary requirements on the registration form and review them every week. Send the final attendee count and dietary summary to the caterer 3–5 days before the event.
What should I test before an architecture congress starts?: Test the projector, projection screen, laptop, HDMI cables and adapters, clicker, microphones, mixer and speakers at least 2 hours before registration opens. Keep backup presentations on a USB stick in the meeting room.

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