How to organise an Entrepreneurs' Congress
An Entrepreneurs' Congress needs a clear sequence: secure the venue first, then build the programme, confirm speakers and open registration. Once registrations come in, collect dietary requirements, parking details and presentation materials early rather than during the final week. The last stage is operational: check the participant list, order catering, test the projector and microphones, and prepare the rooms. A printed run sheet keeps registration, sessions, catering and speaker support aligned on the day.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Reserve venue
- 2
Finalize the program
2 people
- 3
Confirm speakers
- 4
Draft invitations
- 5
Send invitations
- 6
Open the registration form
- 7
Process registrations
- 8
Collect dietary requirements
- 9
Send parking information
- 10
Send speaker information
- 11
Design name badges
- 12
Print name badges
- 13
Check participant list
- 14
Place catering order
- 15
Check the shopping list
- 16
Do the shopping
2 people
- 17
Collect materials
2 people
- 18
Collect speaker presentations
- 19
Check presentations
2 people
- 20
Test the equipment
2 people
- 21
Print the run sheet
- 22
Open venue
2 people
- 23
Check rooms
2 people
- 24
Set up tables
4 people
- 25
Set up chairs
4 people
- 26
Set up registration desk
2 people
- 27
Set up the stage area
3 people
- 28
Set up speaker room
2 people
- 29
Hang up signage
2 people
- 30
Set up decorations
2 people
- 31
Lay out registration materials
2 people
- 32
Set up coffee station
2 people
- 33
Set up the buffet
3 people
- 34
Chill drinks
2 people
- 35
Prepare snacks
3 people
- 36
Set up presentations
2 people
- 37
Connect the sound system
2 people
- 38
Test the projector and screen
2 people
- 39
Check lighting
- 40
Briefing for reception team
2 people
- 41
Brief catering team
2 people
Event
- 42
Receive participants
4 people
- 43
Hand out name badges
2 people
- 44
Serve welcome coffee
3 people
- 45
Guide the opening presentation
2 people
- 46
Introduce speakers
- 47
Operate microphones
- 48
Swap presentations
- 49
Serve coffee break
3 people
- 50
Refill drinks
2 people
- 51
Collect used cups
2 people
- 52
Moderate the Q&A
- 53
Open the dinner buffet
3 people
- 54
Serve dinner
4 people
- 55
Serve diet meals
2 people
- 56
Restock the buffet
3 people
- 57
Clear tables
3 people
- 58
Serve the networking drinks reception
3 people
- 59
Refill drinks
2 people
- 60
Refill snacks
2 people
- 61
Answer final questions
- 62
Say goodbye to participants
2 people
Aftercare
- 63
Collect lost and found items
2 people
- 64
Collect tableware
3 people
- 65
Sort waste
3 people
- 66
Take down the buffet
3 people
- 67
Switch off the equipment
2 people
- 68
Remove decorations
2 people
- 69
Clear tables and chairs
4 people
- 70
Clean rooms
3 people
- 71
Check toilets
- 72
Lock up the venue
2 people
- 73
Chill leftover food
2 people
- 74
Wash dishes
3 people
- 75
Inventory materials
2 people
- 76
Return borrowed items
2 people
- 77
Send speaker thank-yous
- 78
Send a thank-you gift to participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 14
- Chairsqty 110
- Speaker chairsqty 4
- Speaker lectern
- Registration desk
- Clothes racksqty 2
Equipment
- Projector
- Projection screen
- Laptop
- Presentation clicker
- Wireless microphonesqty 3
- Microphone standsqty 2
- Speakersqty 2
- Mixer
- Extension cordsqty 6
- Power stripsqty 6
- Charging stationsqty 2
Tableware
- Coffee cupsqty 120
- Water glassesqty 120
- Wine glassesqty 120
- Platesqty 120
- Dessert platesqty 120
- Forksqty 120
- Knivesqty 120
- Spoonsqty 120
- Coffee spoonsqty 120
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Serving plattersqty 12
- Serving tongsqty 8
- Serving spoonsqty 8
- Cutting boardsqty 4
- Bread knivesqty 3
- Coolersqty 4
- Drink dispensersqty 3
Decorations
- Tableclothsqty 14
- Flower arrangementsqty 8
- Welcome sign
- Name badge holdersqty 110
- Information boardsqty 8
- Table numbersqty 14
Lighting
- Standing lampsqty 4
- Mood lightingqty 6
Cleaning
- Waste binsqty 8
- Cleaning bucketsqty 3
- Mopsqty 3
- Broom and dustpanqty 2
- Microfiber clothsqty 12
Catering
- Groceries
Tips
- Reserve the venue before finalising the programme, because room availability affects the number of tables, chairs, speaker seating and the layout of the registration desk.
- Confirm speakers before sending invitations. Ask for presentation files in advance, check them on the event laptop and test the projector, screen, clicker and microphones before doors open.
- Open registration as soon as the programme and speakers are confirmed. Review the participant list regularly, record dietary requirements and send parking information before the event rather than answering the same questions on arrival.
- Place the catering order only after registration numbers and dietary requirements have been checked. Count coffee cups, water glasses, plates and cutlery separately; coffee service also needs machines, kettles or thermos flasks.
- Prepare a printed run sheet for the event team and allow time before registration to open the venue, check each room, arrange tables and chairs, position the lectern and connect extension cords, power strips and charging stations.
Frequently asked questions
- How far in advance should I organise an Entrepreneurs' Congress?
- Start with the venue and programme several months before the congress, especially if you need multiple rooms or external speakers. Open registration once the speakers and schedule are confirmed, then place the catering order after registration numbers have stabilised.
- When should I confirm speakers for an Entrepreneurs' Congress?
- Confirm speakers before invitations are sent, so the programme is reliable when people register. Request their presentation files at least one week before the event, leaving time to check formatting, videos and compatibility with the event laptop.
- How many staff do I need for an Entrepreneurs' Congress?
- Plan at least one person for registration and one person to support speakers and room changes. Add a technical contact if you are using wireless microphones, a mixer, a projector and a presentation laptop across more than one room.
- When should I prepare the event rooms?
- Open the venue early enough to check every room, arrange tables and chairs, set up the registration desk and test all equipment before the first participant arrives. Keep the final hour for troubleshooting rather than printing badges or searching for missing cables.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!