How to organize a sales congress

Start by fixing the date and program, then secure the venue, speakers, catering, and audiovisual equipment in that order. Once the core bookings are confirmed, open registration and collect the information that affects the event day, including dietary requirements, parking details, and speaker needs. The final week is for locking the program, checking presentations, printing name badges, and briefing the technical team. This approach prevents common last-minute problems such as missing adapters, incorrect catering numbers, or speakers arriving without usable presentations.

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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
Confirm speakers
2 people
4
Book catering
5
Reserve audiovisual equipment
6
Design invitation
7
Create the registration form
8
Send invitations
2 people
9
Collect speaker information
10
Request presentations
11
Process registrations
2 people
12
Collect dietary requirements
13
Send parking information
14
Design name badges
15
Finalize the program
2 people
16
Print name badges
2 people
17
Check participant list
18
Share catering numbers
19
Prepare a technical briefing
20
Collect materials
3 people
21
Do the shopping
3 people
22
Check presentations
2 people
23
Inform the speakers again

Event

24
Open venue
2 people
25
Receive deliveries
2 people
26
Set up registration desk
2 people
27
Set out the room layout
3 people
28
Set up tables and chairs
4 people
29
Set up the stage and podium table
3 people
30
Install the projector and screen
2 people
31
Connect microphones
2 people
32
Set up presentations
33
Prepare registration materials
2 people
34
Prepare coffee and tea
3 people
35
Set up lunch buffet
4 people
36
Chill drinks
2 people
37
Welcome speakers
2 people
38
Fully test technical setup
2 people
39
Staff the registration desk
3 people
40
Receive participants
3 people
41
Explain the program
42
Deliver the opening presentation
2 people
43
Guide speakers
2 people
44
Monitor the schedule
45
Provide technical support for presentations
2 people
46
Serve coffee break
3 people
47
Refill drinks
2 people
48
Serve lunch
4 people
49
Serve diet meals
2 people
50
Clear away dishes
3 people
51
Set up the networking drinks reception
3 people
52
Serve snacks
3 people
53
Collect participant questions
54
Handle the closing
2 people
55
See participants off
2 people
56
Collect tableware
3 people
57
Sort waste
2 people
58
Switch off equipment
2 people
59
Clear the hall
4 people
60
Lock up the venue
2 people

Aftercare

61
Move materials to storage
3 people
62
Wash dishes
3 people
63
Clean the room
3 people
64
Archive registration materials
65
Check borrowed items
2 people
66
Return equipment
2 people
67
Process leftover catering
2 people
68
Dispose of waste
2 people
69
Send thank-you message
70
Send presentations afterwards

What to bring

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

Furniture

Conference chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Bar stoolsqty 6
Coat racksqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4
Flip chartqty 2
Flipchart markersqty 12
Laser pointerqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Serving tongsqty 8

Decorations

Tableclothsqty 12
Stage backdrop
Name badge holdersqty 90
Directional signsqty 8
Program standsqty 6
Table number cardsqty 12

Lighting

LED light panelsqty 4
Mood lightingqty 4

Catering

Groceries
Food warmersqty 8
Coffee filtersqty 100
Drink dispensersqty 4
Buffet platesqty 8
Menusqty 12
Diet labelsqty 30
Serving apronsqty 6

Registration

Name badgesqty 90
Badge clipsqty 90
Program leafletsqty 90
Notepadsqty 90
Ballpoint pensqty 100
Registration formsqty 100
Presentation foldersqty 20
Table signsqty 12
Pen holdersqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 2
Rubber glovesqty 6
Toilet brushesqty 4
Towel rollsqty 8
Paper Tissuesqty 12

Safety

Cable matsqty 12
Warning signsqty 4
Flashlightsqty 4
Batteriesqty 24

Tips

Set the date and program before inviting anyone. Allow at least 8–12 weeks for a sales congress so speakers, venue capacity, catering, and audiovisual requirements can be confirmed without rushing.
Book audiovisual equipment as soon as the venue is reserved. Check that the projector, screen, laptop, HDMI cables, adapters, microphones, mixer, speakers, extension cords, and power strips work together before the event.
Close registration and send final catering numbers 3–5 business days before the congress. Keep dietary requirements with the participant list rather than relying on notes made at the registration desk.
Request speaker presentations at least 7 days in advance and check every file on the event laptop. Ask speakers to bring a backup copy and include a presentation clicker, laser pointer, or flip chart only after confirming what each session needs.
Plan the arrival flow before opening the venue. Set up the registration desk, name badges, coat racks, seating, water glasses, and speaker table first, then test microphones and presentations before participants enter.

Frequently asked questions

How far in advance should I organize a sales congress?: Start planning 8–12 weeks before the event. Secure the date, venue, speakers, catering, and audiovisual equipment first; leave the final 7 days for presentation checks, confirmations, and printing badges.
When should I send invitations for a sales congress?: Send invitations once the date, venue, and main program are confirmed, usually 6–8 weeks before the congress. Set a registration deadline 5–7 business days before the event so you can confirm catering and prepare the participant list.
How do I prepare speakers for a sales congress?: Collect speaker information and request presentations at least 7 days before the event. Send the final program and a technical briefing 2–3 days beforehand, including arrival time, presentation format, microphone setup, and who to contact on site.
What should I check on the morning of a sales congress?: Arrive at least 2 hours before participants. Receive deliveries, arrange the registration desk and seating, test the projector and screen, run every presentation on the event laptop, check microphones and cables, and place badges and catering information where the team can access them.

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.