How to organize a Mobility Congress

A Mobility Congress needs more than a strong program. Start by fixing the date, venue, schedule, and speaker line-up, then build registration and communications around those decisions. In the final week, the work shifts to dietary requirements, presentations, badges, booklets, catering numbers, and technical checks. The most common problems appear when nobody owns the last-mile details: a missing presentation, an untested microphone, unclear directions, or too few registration tables at the door.

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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
Set the schedule and times
2 people
3
Secure speakers and moderators
2 people
4
Make venue reservations
5
Book catering
6
Reserve audiovisual equipment
7
Open registration form
8
Send invitations
2 people
9
Publish conference promotion
10
Process registrations
2 people
11
Collect dietary requirements
12
Collect speaker information
2 people
13
Collect presentations
14
Create final participant list
15
Print name badges
2 people
16
Print the program booklets
2 people
17
Send directions
18
Confirm catering order
19
Prepare a technical briefing
2 people
20
Review the speaker schedule
3 people
21
Do the shopping
2 people
22
Check materials
2 people
23
Prepare registration table
2 people
24
Load presentations onto laptop
25
Inspect venue
2 people
26
Set out the room layout
3 people
27
Set up tables and chairs
4 people
28
Set up the stage and podium table
3 people
29
Set up projector and screen
2 people
30
Connect microphones
2 people
31
Technically test presentations
2 people
32
Hang up signage
2 people
33
Prepare registration materials
2 people
34
Set up coffee station
2 people
35
Set up the buffet and catering table
3 people
36
Chill drinks
2 people
37
Set out tableware and cutlery
2 people
38
Sort name tags
2 people

Event

39
Welcome speakers
2 people
40
Brief speakers
2 people
41
Register participants
4 people
42
Serve welcome coffee
3 people
43
Escort participants to the hall
2 people
44
Open the congress
45
Facilitate presentations
2 people
46
Pass around the microphones
2 people
47
Refill drinks
2 people
48
Serve coffee break
3 people
49
Restock break buffet
2 people
50
Moderate panel discussion
2 people
51
Collect questions from the audience
2 people
52
Set up the networking drinks reception
3 people
53
Serve the networking drinks reception
4 people
54
Set up the dinner buffet
4 people
55
Serve dinner buffet
5 people
56
Serve special meals separately
2 people
57
Guide the final presentations
2 people
58
Close the congress
59
See participants off
2 people

Aftercare

60
Clear catering
4 people
61
Turn off audiovisual equipment
2 people
62
Secure presentations
63
Wash dishes
3 people
64
Collect waste
3 people
65
Clear tables and chairs
4 people
66
Clean the room
3 people
67
Hand over the venue
2 people
68
Return materials
2 people
69
Check outstanding materials
70
Send a thank-you message to the speakers
71
Send participant information

What to bring

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

Furniture

Conference chairsqty 170
Registration tablesqty 3
Buffet tablesqty 8
Catering tablesqty 4
Speaker table
High tablesqty 15
Stage sectionsqty 4

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Laser pointerqty 2
Flip chartsqty 3
Flipchart markersqty 12

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Knivesqty 180
Forksqty 180
Coffee spoonsqty 180
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 10
Chafing dishesqty 8
Serving spoonsqty 16
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Tableclothsqty 18
Name card holdersqty 170
Program boardsqty 6
Name badges for speakersqty 12
Wayfinding signsqty 10
Table numbersqty 15

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
All-purpose cleanerqty 3
Dish soapqty 3
Spongesqty 12

Lighting

Standing lampsqty 4

Catering

Groceries

Tips

Fix the date, venue, and running order before opening registration. Allow enough time for speaker sessions, transitions, audience questions, and at least one short technical check before doors open.
Confirm speakers and moderators early, then set a firm deadline for biographies, session details, and presentations. Load every received presentation onto the presentation laptop before the event day rather than relying on personal devices.
Close registration numbers several days before the congress and use them to confirm catering, seating, badges, booklets, coffee cups, water glasses, and other tableware. Keep dietary requirements with the final participant list, not in a separate inbox.
Prepare the registration area before attendees arrive: place the tables, sort name badges alphabetically, and keep directions and the program booklets within reach. A single queue moves more smoothly when one person handles questions and another checks names.
Inspect the room before setup is finished, including the projector, screen, microphones, speakers, mixer, HDMI cables, extension cords, and power strips. Test each microphone from the stage and confirm that the laptop image is visible from the back row.

Frequently asked questions

How far in advance should I start organizing a Mobility Congress?: Start at least 12 to 16 weeks before the congress. The first month should cover the date, venue, schedule, speakers, catering, audiovisual equipment, and registration setup; promotion and invitations can follow once those basics are confirmed.
When should registration close for a Mobility Congress?: Close registration about 5 to 7 days before the event, unless your venue or caterer requires an earlier final count. Use that deadline to produce the participant list, print badges and booklets, and confirm catering and dietary requirements.
When should speakers submit their presentations?: Set the presentation deadline 3 to 5 days before the congress. Collecting files earlier gives you time to check formats, load them onto one laptop, and resolve missing fonts, videos, or aspect-ratio problems.
How long does the technical check take before a congress?: Reserve at least 60 to 90 minutes before attendees arrive for the technical briefing and room test. Check the projector, screen, laptop, microphones, audio mixer, speakers, cables, and power before the registration table 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.