How to organize a music congress from start to finish

Organizing a music congress works best when you lock the program, people and technical needs in that order. Start by setting the date, confirming speakers and performers, and reserving the venue with the right rooms. Then open registration, collect dietary and technical requirements, and keep presentation and music files in one place. In the final week, focus on badges, catering, equipment checks and the room layout so registration and the first session can start on time.

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 speakers and performers
2 people
3
Reserve the venue and rooms
4
Book catering
5
Reserve audiovisual equipment
6
Draft invitations
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Gather technical requirements
12
Receive presentations and music files
13
Send program to attendees
14
Prepare name badges
2 people
15
Print participant list
16
Sort wristbands and badges
2 people
17
Do the shopping
3 people
18
Chill drinks
2 people
19
Prepare catering
4 people
20
Bring materials to the venue
3 people
21
Open and check the halls
2 people
22
Set up tables and chairs
4 people
23
Set up registration desk
2 people
24
Set up the stage and podium table
3 people
25
Connect the sound system
3 people
26
Test microphones
2 people
27
Test presentations
2 people
28
Soundcheck the music performances
4 people
29
Set up coffee and tea stations
3 people
30
Set up lunch buffet
4 people
31
Place route and safety signs
2 people

Event

32
Welcome speakers
2 people
33
Staff the registration desk
3 people
34
Hand out badges
2 people
35
Direct visitors to halls
2 people
36
Guide the opening presentation
2 people
37
Provide technical support for sessions
3 people
38
Announce the speakers
39
Serve coffee and tea
3 people
40
Refill drinks
2 people
41
Serve snacks
3 people
42
Collect questions from the audience
43
Serve lunch buffet
5 people
44
Serve diet meals
2 people
45
Clear away dishes and waste
3 people
46
Coordinate music performances
4 people
47
Operate light settings
48
Swap microphones
2 people
49
Moderate audience questions
50
Announce the closing
51
Guide visitors to the exit
2 people
52
Collect lost and found items

Aftercare

53
Turn off the sound equipment
2 people
54
Chill leftovers safely
2 people
55
Take down tables and chairs
4 people
56
Wash dishes
3 people
57
Collect waste
3 people
58
Clean the rooms
3 people
59
Check and clean the restrooms
2 people
60
Pack equipment
3 people
61
Remove decorations
2 people
62
Return materials
3 people
63
Return borrowed equipment
2 people
64
Clear away leftover catering
2 people
65
Send thank-you email to speakers
66
Send presentations to participants

What to bring

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

Furniture

Chairsqty 140
Tablesqty 18
Registration folding tablesqty 2
Speaker table
Stage sectionsqty 4
Stools for panelqty 6

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 160
Cutlery setsqty 160
Serving traysqty 20

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 4
Audio mixer
DI boxesqty 4
Projectorsqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 6
Extension cordsqty 12
Power stripsqty 10
USB sticksqty 4

Lighting

LED spotlightsqty 8
Stage lightingqty 4
Atmosphere lightsqty 10

Decorations

Congress bannersqty 3
Directional signsqty 12
Tablecloth setsqty 18
Name badgesqty 140
Badge holdersqty 140
Badge lanyardsqty 140
Program flyersqty 160
Notepadsqty 140
Ballpoint pensqty 160

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Coolersqty 3
Cutting boardsqty 6
Chef and serving knivesqty 12
Serving spoonsqty 12
Food containers with lidsqty 20
Labels for dishesqty 40

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Broom setsqty 3
Mopsqty 4
Toilet brushesqty 4
Glovesqty 12

Catering

Groceries

Tips

Set the date and program before sending invitations. Confirm every speaker and performer first, then reserve the venue and rooms around the sessions, rehearsals and breaks.
Open registration as soon as the invitations go out, and set a clear deadline for dietary and technical requirements. A deadline at least 10 days before the congress gives you time to adjust catering and equipment.
Request presentations and music files no later than 5 to 7 days before the event. Test each laptop, projector, HDMI cable, microphone, DI box and audio connection before attendees arrive.
Prepare badges, the printed participant list and wristbands together. Sort them alphabetically or by registration type, and set up the registration desk with directional signs before doors open.
Plan the venue setup in two passes: place tables, chairs, stage sections and lighting first, then connect and test the sound system. Keep extension cords, power strips, USB sticks and spare cables at the technical desk.

Frequently asked questions

How far in advance should I organize a music congress?: Start at least 3 to 6 months ahead if the congress needs several speakers, performers, rooms and audiovisual equipment. Use the first month to fix the date, program, venue and key contributors.
When should I send invitations for a music congress?: Send invitations as soon as the date, venue and main program are confirmed, ideally 8 to 12 weeks before the event. Keep registration open for at least 4 weeks so attendees have time to respond.
When should speakers send presentations and music files?: Set the submission deadline 5 to 7 days before the congress. This leaves time to check file formats, load content onto the presentation laptop and test playback through the audio system.
How early should I arrive at the venue on the congress day?: Arrive at least 3 hours before registration opens. Use the first hour to open and check the halls, the second to finish furniture and registration setup, and the final hour for sound, projection and stage checks.

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.