How to organise an ICT Congress without last-minute problems

Start an ICT Congress with the programme and date, then work outward to speakers, rooms, catering and technical support. Registration and dietary requirements need to be tracked early, while presentations, badges and parking information follow closer to the event. The most common problems appear when speaker files, adapters, microphones or the final participant list are left until the last day. Use a fixed sequence so the programme, people and equipment are ready before attendees arrive.

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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 date and program
2 people
2
Approach speakers
2 people
3
Reserve the venue and rooms
2 people
4
Book catering
2 people
5
Reserve audiovisual equipment
2 people
6
Send invitations
2 people
7
Open the registration form
8
Collect speaker information
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Send parking information
12
Design name badges
13
Have the program printed
14
Collect presentations
15
Check presentations
2 people
16
Export the participant list
17
Print name badges
2 people
18
Assemble welcome folders
3 people
19
Do the shopping
2 people
20
Collect equipment
2 people
21
Check the venue
2 people
22
Send speaker briefing
23
Chill drinks
2 people
24
Set out the room layout
3 people
25
Set up tables and chairs
4 people
26
Set up registration desk
2 people
27
Lay out name badges
2 people
28
Prepare welcome folders
2 people
29
Load presentations onto laptop
2 people
30
Connect the projector and screen
2 people
31
Connect microphones
2 people
32
Test Wi-Fi and network
2 people
33
Test sound level
2 people
34
Check lighting and ventilation
35
Set up the coffee and tea station
2 people
36
Set up lunch buffet
3 people
37
Hold a technical briefing
4 people
38
Brief the registration team
3 people
39
Welcome speakers
2 people

Event

40
Register participants
4 people
41
Hand out welcome folders
2 people
42
Serve coffee and tea
2 people
43
Guide the opening
2 people
44
Support presentations
2 people
45
Collect questions from the audience
46
Refill drinks
2 people
47
Provide coffee break
3 people
48
Clean break tables
2 people
49
Serve lunch
4 people
50
Serve diet meals
2 people
51
Restock the buffet
2 people
52
Facilitate the networking session
2 people
53
Support the evening program
2 people
54
Answer final questions
2 people
55
Handle the closing
2 people
56
See participants off
2 people

Aftercare

57
Collect waste
3 people
58
Wash dishes
3 people
59
Switch off equipment
2 people
60
Secure presentations
61
Clear the hall
5 people
62
Clean the hall and kitchen
3 people
63
Put tables and chairs back
4 people
64
Pack equipment
2 people
65
Return equipment
2 people
66
Sort remaining stock
2 people
67
Register lost and found items
68
Send a thank-you gift to participants
69
Thank speakers

What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Registration deskqty 2
Stoolsqty 8
Speaker table
Lectern

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphoneqty 3
Microphone standqty 2
Sound speakerqty 2
Mixer
HDMI cableqty 4
HDMI adapterqty 4
Power stripqty 8
Extension cordqty 8
Wi-Fi routerqty 2
USB sticksqty 10
Power banksqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 6

Kitchen

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6
Serving utensilsqty 12
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 120
Badge holdersqty 120
Table numbersqty 18
Information boardsqty 8
Arrow stickersqty 30
Tableclothqty 18
Nameplate speakersqty 12

Cleaning

Waste binsqty 8
Trash bagsqty 100
Paper towelsqty 12
Cleaning glovesqty 6
Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Toilet paperqty 24

Catering

Groceries

Tips

Set the date and programme before contacting speakers or booking rooms. Once the session structure is clear, approach speakers with their topic, time slot and presentation deadline.
Reserve the venue, rooms, catering and audiovisual equipment as one package. Check that the room has enough chairs, tables, a lectern, projection equipment, microphones, power strips and suitable HDMI connections.
Open registration as soon as the programme and venue details are stable. Export the participant list before printing badges, and collect dietary requirements early enough to give the caterer a final count.
Set a firm presentation deadline several days before the congress. Check every file on the presentation laptop, including fonts, video and sound, and keep copies on USB sticks in case the original file fails.
Schedule the venue check and room setup before doors open. Test the projector, screen, wireless microphone, mixer, speakers, Wi-Fi and extension cords, then prepare the registration desk, welcome folders, chilled drinks and printed programme.

Frequently asked questions

How far in advance should I organise an ICT Congress?: Begin at least 12 weeks ahead if speakers, rooms and catering are involved. Aim to confirm the programme and main suppliers 8 to 10 weeks before the event, leaving the final week for checks and printing.
When should I open registration for an ICT Congress?: Open registration once the date, venue, programme and key speakers are confirmed, usually 8 weeks before the congress. Close or freeze the list 2 to 3 working days before the event so badges and catering numbers can be finalised.
When should speakers send their presentations?: Set the presentation deadline 3 to 5 days before the congress. Check each file before the event and load the approved versions onto the presentation laptop, with a backup on USB sticks.
How many microphones and presentation connections do I need?: Plan at least one microphone for the lectern and one wireless microphone for audience questions or panel speakers. Prepare the presentation laptop, HDMI cable, HDMI adapter, power strip and extension cord at least 1 day before the congress.

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.