How to organise an Entrepreneurs' Congress

Start with the date, programme and room layout before contacting suppliers or sending invitations. An Entrepreneurs’ Congress usually combines several speakers, technical production, catering and a registration process, so late decisions quickly create bottlenecks. Confirm the venue setup, speaker topics and AV requirements early, then build registration and attendee communication around the final programme. Use the final week to verify presentations, dietary requirements, badges, catering and every cable or microphone needed on site.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Confirm the venue and room layout
2 people
3
Approach speakers
2 people
4
Record speakers and topics
2 people
5
Request quotes for technical support
6
Request a catering quote
7
Design invitations
8
Set up the registration form
9
Send invitations
2 people
10
Process registrations
2 people
11
Confirm registrations
12
Collect dietary requirements
13
Send parking information
14
Send program to attendees
15
Create badges and attendee list
2 people
16
Print name badges
17
Collect presentations
18
Check presentations
2 people
19
Confirm catering final
20
Confirm the technical setup окончательно
21
Make reservations
22
Check the shopping list
2 people
23
Do the shopping
2 people
24
Collect materials
2 people
25
Check the catering delivery
2 people

Event

26
Open venue
2 people
27
Inspect the hall and entrance
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up registration desk
2 people
31
Set up the stage and podium table
3 people
32
Connect the technical equipment
2 people
33
Load presentations onto laptop
34
Test microphones
2 people
35
Check the lighting
36
Set up the welcome table
2 people
37
Set out coffee and tea
2 people
38
Set up lunch buffet
3 people
39
Prepare snacks
3 people
40
Chill drinks
2 people
41
Welcome speakers
2 people
42
Give a speaker briefing
2 people
43
Brief the registration team
44
Register participants
4 people
45
Serve welcome drinks
2 people
46
Assist with opening program
2 people
47
Support speakers
2 people
48
Serve break drinks
3 people
49
Refill drinks
2 people
50
Refill coffee and tea
2 people
51
Empty trash bins
2 people
52
Guide participants to the networking area
2 people
53
Set up the dinner buffet
4 people
54
Serve dinner buffet
4 people
55
Serve snacks at networking drinks
3 people
56
Clear away dishes
3 people
57
Lead the closing
2 people
58
See participants off
2 people

Aftercare

59
Switch off the equipment
2 people
60
Clean up catering
3 people
61
Wash dishes
3 people
62
Take down tables and chairs
4 people
63
Remove decorations
2 people
64
Collect waste
3 people
65
Clean the room
3 people
66
Check and clean toilets
2 people
67
Collect lost and found items
68
Lock up the venue
2 people
69
Return materials
2 people
70
Return borrowed items
2 people
71
Send thank-you message to participants
72
Send thank-you message to speakers
73
Share Photos and Presentations
74
Check outstanding invoices
75
Archive registration details

What to bring

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

Furniture

Rectangular tablesqty 12
Chairsqty 120
Bar stoolsqty 12
Registration desk
Speaker table
Coat racksqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Clickersqty 2
Power banksqty 4

Tableware

Water glassesqty 130
Wine glassesqty 130
Coffee cupsqty 120
Dinner platesqty 130
Dessert platesqty 130
Cutlery setsqty 130
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Kitchen

Serving bowlsqty 12
Serving traysqty 10
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Thermos flasksqty 8
Coolersqty 6
Ice cube traysqty 4

Decorations

Tableclothsqty 14
Menusqty 12
Flower arrangementsqty 8
Name badgesqty 120
Name badge holdersqty 120
Directional signsqty 10
Welcome sign
Program boardsqty 4
Table signsqty 12
Pensqty 130
Notepadsqty 120
Promotional standsqty 4

Lighting

Standing lampsqty 6
Mood lightingqty 4
Spare batteriesqty 24

Cleaning

Waste binsqty 10
Vacuum cleaner
Mop setqty 2
Bucketsqty 3
Cleaning glovesqty 6
Toilet brushesqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, programme and room layout first. Allow enough space for rectangular tables, chairs, a speaker table, a registration desk and coat racks before confirming the venue arrangement.
Approach speakers with a clear deadline for topics, presentation files and technical requirements. Collect the presentations several days before the congress so the laptop, projector, screen, clickers and HDMI cables can be tested together.
Open registration only after the core programme and venue details are stable. Keep a live attendee list, confirm registrations and collect dietary requirements before giving the caterer its final numbers.
Treat technical support and catering as separate workstreams. Request both quotes early, then confirm the technical setup and catering delivery again during the final week rather than relying on the original booking.
Walk through the event in arrival order two or three days beforehand. Check the registration desk, badges, power strips, extension cords, microphones, speakers, water glasses, coffee equipment and serving items before shopping or collecting materials.

Frequently asked questions

How far in advance should I organise an Entrepreneurs' Congress?: Start at least 12 to 16 weeks before the event. Use the first two weeks to fix the date, venue, room layout and programme, then approach speakers and technical and catering suppliers.
When should I invite speakers to an Entrepreneurs' Congress?: Approach speakers 10 to 12 weeks before the congress. Give them a firm deadline for confirming their topic and send a separate presentation deadline at least 5 days before the event.
When should registration close for an Entrepreneurs' Congress?: Close standard registration 5 to 7 days before the event, unless the venue and caterer can accept later changes. Finalise dietary requirements, badges and catering numbers immediately after the deadline.
How do I prepare the technical setup for an Entrepreneurs' Congress?: Complete a full technical test at least 1 day before the congress. Test the laptop, projector, projection screen, wireless microphones, speakers, mixer, clicker, HDMI cables, extension cords and power strips with the actual presentations.

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.