How to organise an art congress from start to finish

An art congress combines a conference programme, speaker coordination, attendee registration and an exhibition that must be ready at the same time. Start by fixing the programme and confirming speakers, then open registration while collecting the information needed for badges, dietary requirements and presentations. In the final week, focus on catering, room layouts, technical tests and artwork placement. The day before the congress, prepare the registration desk, presentation room and exhibition space so the event can start without last-minute searching.

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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
Send invitations
2 people
4
Open the registration form
5
Publish promotional materials
2 people
6
Collect speaker information
7
Collect presentations
8
Collect dietary requirements
9
Process registrations
2 people
10
Prepare badges
2 people
11
Print name badges
12
Send directions
13
Confirm reservations
14
Order catering
2 people
15
Test the equipment
2 people
16
Check presentations
2 people
17
Inform exhibitors
18
Do the shopping
3 people
19
Check materials
2 people
20
Sort badges
2 people
21
Set up the presentation room
3 people
22
Set up registration desk
2 people
23
Set up the exhibition space
4 people
24
Place artworks
4 people
25
Lay out the catalogs
2 people
26
Set up chairs
3 people
27
Dress the stage table
2 people
28
Hang up signage
2 people
29
Direct light onto artworks
2 people
30
Connect the sound system
2 people
31
Test the projector and screen
2 people
32
Test microphones
2 people
33
Set up coffee station
2 people
34
Set up the buffet
3 people
35
Chill drinks
2 people
36
Check catering
2 people
37
Briefing for reception team
2 people
38
Brief the technical team
2 people
39
Brief catering team
2 people

Event

40
Open the doors
3 people
41
Register visitors
4 people
42
Hand out badges
2 people
43
Serve welcome coffee
3 people
44
Guide the opening presentation
2 people
45
Announce the speakers
46
Present presentations
2 people
47
Moderate audience Q&A
48
Refill drinks
2 people
49
Refill coffee and tea
2 people
50
Serve break snacks
3 people
51
Explain the exhibition
2 people
52
Set up lunch buffet
3 people
53
Serve the buffet
4 people
54
Serve diet meals
2 people
55
Clear used dishes
3 people
56
Support the evening program
2 people
57
Serve the networking drinks reception
3 people
58
Inform visitors about departure
2 people

Aftercare

59
Secure artworks
4 people
60
Switch off the equipment
2 people
61
Dismantle the exhibition space
4 people
62
Put furniture back
3 people
63
Collect waste
3 people
64
Wash dishes
3 people
65
Clean the rooms
3 people
66
Inventory materials
2 people
67
Return borrowed materials
2 people
68
Store leftover catering
2 people
69
Archive speaker files
70
Export the participant list
71
Send thank-you messages
2 people
72
Share photos with permission

What to bring

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

Furniture

Registration tablesqty 3
Buffet tablesqty 8
Chairsqty 180
Stage tableqty 2
Lectern
Coat racksqty 4
Bollardsqty 8
Exhibition wallsqty 20
Pedestal Blocksqty 12
Presentation tablesqty 12
Lounge chairsqty 12

Tableware

Coffee cupsqty 180
Glassesqty 250
Platesqty 220
Cutlery setsqty 220
Serving traysqty 20
Serving plattersqty 16
Coffee potsqty 8
Teapotsqty 6

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 10
Power stripsqty 10
HDMI cablesqty 4
Presentation clickersqty 3
USB sticksqty 4
Cable traysqty 12
Flashlightsqty 4

Lighting

LED spotlightsqty 12
Standing lampsqty 6
Light standsqty 6

Decorations

Name badgesqty 20
Direction signsqty 12
Program postersqty 10
Banner standsqty 4
Table runnersqty 12
Flower arrangementsqty 8
Photo framesqty 20
Art hooksqty 120
Mounting tapeqty 8

Kitchen

Coolersqty 6
Water jugsqty 12
Thermos flasksqty 10
Ice containersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 12
Food containersqty 20
Serving tongsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mop setsqty 3
Cleaning cartsqty 2
Toilet brushesqty 4

Catering

Groceries

Tips

Finalise the programme before sending invitations. Once the session order and speaker list are stable, open registration and publish promotional materials; changing times later creates avoidable work for badges and directions.
Set a firm deadline for speaker information and presentations, ideally 7 days before the congress. Check every file on the actual laptop, projector, screen and clicker rather than assuming the equipment will work together.
Collect dietary requirements during registration and give the final count to the caterer several days before the event. Also confirm reservations and the delivery time for catering, because buffet tables, serving platters, coffee pots and tableware need to be ready before the first break.
Treat the exhibition as a separate setup project. Mark the positions of exhibition walls, pedestal blocks and artworks before arrival, then place the artworks and lay out catalogs after the room has been cleaned and traffic routes are clear.
Prepare badges in alphabetical order and sort them at the registration desk before doors open. Send directions in advance and place bollards, coat racks and registration tables where attendees can find them without blocking the entrance.

Frequently asked questions

How far in advance should I organise an art congress?: Begin at least 12 weeks ahead if the congress includes several speakers and an exhibition. Use the first weeks for the programme, speaker confirmations and venue reservations, then allow the final 7 days for technical checks, catering numbers and presentation collection.
When should speakers submit their presentations?: Set the submission deadline 7 days before the art congress. Check the files no later than 3 days beforehand on the event laptop and projector, and keep a backup copy available.
When should registration open for an art congress?: Open registration once the programme and main speakers are confirmed, usually 8 to 10 weeks before the event. Close or review registration 3 to 5 days beforehand so you can print badges and give the caterer an accurate attendee count.
What should I check the day before an art congress?: Set up the presentation room, registration desk and exhibition space the day before whenever the venue allows. Test microphones, speakers, mixer, projector, HDMI cables and power strips, then place artworks, badges and catalogs after the layout has been approved.

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