How to organise an Innovation Congress

An Innovation Congress needs a clear programme, reliable speakers and tight coordination between registration, catering and technology. Start by confirming the date and venue, then build the theme and programme around the audience you want to attract. Speakers need time to confirm and submit biographies and presentations, while attendees need practical information before they arrive. The final week is about checking deliveries, dietary requirements, room layouts, volunteers and emergency contacts so the event can start on time.

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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
Confirm date and location
2 people
2
Set the program and theme
3 people
3
Approach speakers
2 people
4
Confirm speakers
2 people
5
Collect presentations and biographies
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Confirm registrations
2 people
9
Collect dietary requirements
10
Pass dietary requirements on to the caterer
11
Order catering
2 people
12
Reserve equipment
2 people
13
Reserve furniture
14
Have printed materials made
2 people
15
Prepare name badges
2 people
16
Compile program brochures
3 people
17
Send route and parking information
18
Send speaker information
19
Schedule volunteers
2 people
20
Confirm emergency response contacts
21
Confirm catering delivery
22
Confirm tech delivery
23
Pick up groceries
2 people
24
Open venue
2 people
25
Receive deliveries
3 people
26
Store catering chilled
2 people
27
Set up the registration table
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up the stage and podium table
3 people
31
Set up projection screen
2 people
32
Connect the projector
2 people
33
Connect the sound system
2 people
34
Test microphones
2 people
35
Test presentations
2 people
36
Test Wi-Fi and power
2 people
37
Prepare registration materials
2 people
38
Sort name tags
2 people
39
Lay out program brochures
2 people
40
Hang wayfinding signs
2 people
41
Hang up decorations
2 people
42
Set up coffee station
2 people
43
Set up the break buffet
3 people
44
Chill drinks
2 people
45
Prepare snacks
3 people

Event

46
Welcome speakers
2 people
47
Staff the registration desk
4 people
48
Welcome visitors
3 people
49
Hand out name badges
2 people
50
Serve coffee and tea
3 people
51
Guide the opening
2 people
52
Announce the speakers
53
Technically support presentations
2 people
54
Monitor time per session
55
Refill drinks
2 people
56
Serve the break buffet
4 people
57
Clear away dishes
2 people
58
Moderate panel discussion
2 people
59
Set up the networking drinks reception
4 people
60
Serve snacks
4 people
61
Restock the buffet
3 people
62
Restock glasses and tableware
2 people
63
Wave goodbye to visitors
3 people
64
Collect lost property
2 people

Aftercare

65
Store registration details securely
2 people
66
Switch off the equipment
2 people
67
Remove decorations
3 people
68
Take down tables and chairs
4 people
69
Wash dishes
3 people
70
Collect waste
3 people
71
Clean rooms
4 people
72
Check toilets
2 people
73
Inventory materials
2 people
74
Return rented materials
2 people
75
Store leftover catering
2 people
76
Archive speaker files
77
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 24
Registration deskqty 2
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
Stoolsqty 6
Coat racksqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 240
Wine glassesqty 180
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 220
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Wi-Fi hotspot
Flip chartsqty 4
Markersqty 24
Laser pointerqty 2

Decorations

Congress bannersqty 4
Flagsqty 8
Centerpiecesqty 24
Name card holdersqty 180
Directional signsqty 12
Adhesive stripsqty 4

Lighting

LED light barsqty 8
Table lampsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 12
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving traysqty 16
Ice packsqty 24

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Confirm the date and venue before approaching speakers. Once the room capacity, stage setup and available equipment are known, you can invite speakers with accurate timings and technical information.
Build the programme before sending invitations. Include speaker arrival times, presentation changes, registration, breaks and catering so the published schedule reflects the actual day rather than only the stage sessions.
Set a firm deadline for speaker materials, ideally 7 days before the congress. Collect each presentation and biography, test the files on the event laptop and prepare a backup copy before doors open.
Close registration and dietary information early enough for the caterer to act. Pass dietary requirements on as soon as registrations are reviewed, then confirm the final catering delivery at least 24 hours before the event.
Run a final venue and technology check the day before. Confirm the projector, screen, microphones, mixer, speakers, extension cords, Wi-Fi and charging stations, and give volunteers a written schedule with emergency contacts.

Frequently asked questions

How far in advance should I organise an Innovation Congress?: Start at least 12 weeks before the congress. Use the first 2 weeks for the date, venue, theme and programme framework, then allow several weeks to confirm speakers, process registrations and arrange catering and equipment.
When should speakers confirm their participation?: Ask speakers to confirm within 7 to 10 days of the invitation. Set the final deadline for presentations and biographies at least 7 days before the event so the programme brochure and technical checks can be completed.
When should catering be ordered for an Innovation Congress?: Place the initial catering order at least 3 weeks before the congress, based on expected registrations. Confirm the final numbers and dietary requirements 3 to 5 days beforehand, then reconfirm delivery at least 24 hours before the event.
What should I check on the day before the congress?: Allow 2 to 3 hours for a complete check of the venue, furniture, registration desk, printed materials and technology. Test every presentation, microphone and projector connection, and confirm deliveries, volunteers and emergency response contacts before the venue opens.

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.