How to organize a Real Estate Congress

A Real Estate Congress needs more than a venue and a list of speakers. Start by fixing the date and program, then secure the venue, catering, speakers, and registration process in that order. The final week is about turning attendee data into practical details: dietary requirements, catering numbers, name badges, parking information, and checked presentations. Use this approach to keep the program on track and avoid the problems that usually appear during setup or just before the first session.

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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
Reserve venue
3
Book catering
4
Confirm speakers
2 people
5
Collect presentations
6
Design invitations
7
Send invitations
2 people
8
Open the registration form
9
Publish the program online
10
Send parking information
11
Process registrations
2 people
12
Collect dietary requirements
13
Check name tag details
14
Send speaker information
15
Share catering numbers
16
Print name badges
17
Print program leaflets
18
Check presentations technically
2 people
19
Check the shopping list
20
Do the shopping
2 people
21
Sort name tags
22
Bring materials to the venue
2 people
23
Check venue and rooms
2 people
24
Set up chairs
4 people
25
Set up tables
3 people
26
Set up registration desk
2 people
27
Set up the stage table
2 people
28
Set up projector and screen
2 people
29
Connect microphones
2 people
30
Load presentations onto laptop
31
Test the presentation screen
2 people
32
Test microphones
2 people
33
Set up the reception desk
2 people
34
Set up coffee station
2 people
35
Chill drinks
2 people
36
Set out snacks
3 people
37
Set up signage
2 people

Event

38
Welcome speakers
2 people
39
Staff the registration desk
3 people
40
Welcome visitors
3 people
41
Hand out program brochures
2 people
42
Guide the opening presentation
2 people
43
Provide technical support for speakers
2 people
44
Serve coffee and tea
3 people
45
Refill drinks
2 people
46
Serve snacks
3 people
47
Collect questions from the audience
48
Serve diet meals
2 people
49
Restock the buffet
3 people
50
Collect tableware
2 people
51
Restock the coffee station
2 people
52
Lead the closing
2 people
53
Wave goodbye to visitors
3 people

Aftercare

54
Store leftovers refrigerated
2 people
55
Collect waste
3 people
56
Clear tables and chairs
4 people
57
Switch off equipment
2 people
58
Wash dishes
3 people
59
Clean the rooms
3 people
60
Clean the restrooms
2 people
61
Inventory materials
2 people
62
Distribute leftover catering
2 people
63
Return rental items
2 people
64
Return venue keys
65
Archive participant list
66
Send thank-you messages

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration tablesqty 2
Stage table
High tablesqty 8
Tableclothsqty 16

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 12
Serving spoonsqty 8
Buffet tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Aluminum foilqty 2

Decorations

Name badge holdersqty 110
Directional signsqty 10
Table signsqty 14
Flower arrangementsqty 8
Speaker signsqty 6

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 10
Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date, program structure, and session timings before inviting speakers. Once the program is stable, confirm speakers and give them a clear deadline for sending presentations and speaker information.
Open registration as soon as the main program and venue are confirmed. Review registrations at least twice a week, and set a final deadline for dietary requirements so the caterer receives reliable numbers.
Send parking and arrival information several days before the congress, not on the morning itself. Include where registration takes place and allow enough time for guests to collect name badges before the first session.
Check every presentation on the actual laptop, projector, screen, and connection setup at the venue. Test HDMI adapters, microphones, speakers, the mixer, extension cords, and the presentation clicker before attendees arrive.
Prepare the venue in a fixed sequence: check the rooms, position chairs and tables, set up registration and stage tables, then place technical equipment and catering materials. Bring printed badges, programs, cables, power banks, and serving equipment together so nothing remains in the office.

Frequently asked questions

How far in advance should I organize a Real Estate Congress?: Start planning at least 12 to 16 weeks ahead. Book the venue and catering first, confirm speakers early, and open registration once the main program is ready.
When should speakers send their presentations?: Set the presentation deadline 7 to 10 days before the congress. This gives you time to collect missing files and test every presentation on the event equipment.
When should I send the final catering numbers?: Send the caterer a preliminary estimate when registration opens and the final number 3 to 5 working days before the event. Collect dietary requirements by the same final deadline.
How long before the event should the venue be set up?: Allow at least 2 to 3 hours for setup, depending on the number of rooms and technical checks. Finish the room layout, registration desk, badges, signage, catering, and presentation test before guests arrive.

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.