How to organise an international congress

An international congress needs more than a programme and a room. Start by fixing the conference date, session structure, venue and language setup, then build registration, travel and technical work around them. The schedule below helps you manage speakers, dietary requirements, interpretation, presentations and catering without leaving key decisions until the final week. It also highlights the details that commonly cause delays, especially travel information, translated materials and equipment compatibility.

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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 conference date and program
2 people
2
Reserve the venue and rooms
2 people
3
Reserve catering and dietary options
2 people
4
Reserve audiovisual equipment
2 people
5
Confirm speakers and moderators
2 people
6
Prepare an international invitation
2 people
7
Publish registration form
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
2 people
11
Collect speakers’ travel details
2 people
12
Book hotel rooms for speakers
2 people
13
Translate program
2 people
14
Prepare name badges
2 people
15
Check participant list
2 people
16
Collect speaker presentations
2 people
17
Check presentations technically
2 people
18
Set the language layout per session
2 people
19
Send route and parking information
2 people
20
Submit final participant count
2 people
21
Confirm catering order
2 people
22
Print volunteer instructions
2 people
23
Sort materials and badges
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare the registration desk
3 people
27
Set up tables and chairs
6 people
28
Set up the stage and podium table
4 people
29
Set up projectors and screens
3 people
30
Connect the sound system
3 people
31
Install toll equipment
3 people
32
Load presentations onto the laptop
2 people
33
Test microphones and presentations
3 people
34
Set up coffee and tea stations
3 people
35
Set up lunch buffet
4 people
36
Hang up signage
2 people

Event

37
Welcome speakers
2 people
38
Register participants
5 people
39
Hand out conference folders
3 people
40
Lead the opening session
3 people
41
Provide technical support for presentations
2 people
42
Support simultaneous interpreting
2 people
43
Set up coffee break
3 people
44
Refill coffee and tea
3 people
45
Moderate the Q&A
2 people
46
Keep the lunch and coffee area clean
2 people
47
Set up the evening buffet
4 people
48
Serve the evening buffet
5 people
49
Refill drinks
3 people
50
Restock crockery and glasses
2 people
51
Lead the evening session
3 people
52
Provide the closing and thank-you speech
2 people
53
See participants off
3 people

Aftercare

54
Safely shut down equipment
3 people
55
Clear away food and drinks
4 people
56
Collect and wash dishes
4 people
57
Sort and dispose of waste
3 people
58
Clean the rooms
4 people
59
Put furniture back
4 people
60
Remove decorations and signage
2 people
61
Return rental equipment
3 people
62
Store leftover materials
2 people
63
Send thank-you email to participants
2 people
64
Send presentations to participants
2 people

What to bring

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

Furniture

Conference chairsqty 170
Tablesqty 28
Registration tablesqty 3
Speaker table
Stage sectionsqty 6
Coat racksqty 4

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
Presentation clickersqty 3
Wireless microphonesqty 6
Microphone standsqty 3
Speakersqty 6
Mixing consolesqty 2
Extension cordsqty 8
Power stripsqty 12
HDMI cablesqty 8
HDMI adaptersqty 6
Interpreter casesqty 80
Interpreters' transmittersqty 4
Interpreter microphonesqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Coffee potsqty 12
Water jugsqty 16

Kitchen

Coffee machinesqty 4
Kettlesqty 4
Coolersqty 8
Ice containersqty 4
Serving spoonsqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Tableclothsqty 28
Stage backdropsqty 2
International flagsqty 12
Flower arrangementsqty 8

Lighting

LED spotlightsqty 8
Standing lampsqty 4

Catering

Name badgesqty 180
Badge holdersqty 180
Lanyardsqty 180
Congress foldersqty 180
Program leafletsqty 180
Pensqty 200
Notepadsqty 180
Table number cardsqty 30
Buffet labelsqty 30
Groceries
Clothes hangersqty 180
Directional signsqty 24
Table numbersqty 30
Visitor wristbandsqty 180

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 12

Tips

Set the date and programme before opening registration. Allow at least 8–12 weeks for international invitations, speaker confirmations and participant travel arrangements.
Confirm the venue layout against the programme, not just the room capacity. Check space for registration tables, a stage, coat racks, speaker seating and any interpreter cases before signing off the setup.
Collect speaker travel details and dietary requirements with registration data, then set a deadline at least 4 weeks before the congress. This gives you time to book rooms and send the final catering count.
Lock the language layout for every session before printing the programme and badges. Test interpreter microphones, transmitters, projectors, laptops, clickers, HDMI adapters and extension leads in the actual rooms.
Request speaker presentations no later than 24 hours before each session and run a technical check before doors open. Prepare route and parking information, volunteer instructions, badges and sorted materials before registration begins.

Frequently asked questions

How far in advance should I organise an international congress?: Start planning at least 6 months ahead, especially when international speakers, hotel rooms and interpretation are involved. Open registration only after the date, venue, main programme and language format are confirmed.
When should I send invitations for an international congress?: Send the first invitations 8–12 weeks before the event, or earlier if participants need visas or long-haul travel. Include the programme outline, registration deadline, venue details and the languages used in each session.
When should I confirm the catering numbers?: Collect dietary requirements during registration and submit a preliminary number about 2 weeks before the congress. Confirm the final participant count and catering order several days before the event, according to the caterer’s deadline.
How do I prepare presentations for an international congress?: Ask speakers to upload their presentations at least 24 hours before their session. Check each file, adapter, laptop, projector, screen and clicker in advance, and keep a tested backup copy at the registration or technical desk.

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.