How to organize a scientific congress

Organizing a scientific congress starts with the program, not the catering. Set the theme, secure the venue, and build a realistic schedule before inviting speakers or opening registration. Abstract collection and review need fixed deadlines, while dietary requirements, presentations, badges, parking details, and technical checks must be handled before the final week. This approach keeps the scientific content, participant flow, and room setup aligned from the start.

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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
Reserve venue
2
Define the congress theme
3 people
3
Create the program
2 people
4
Approach speakers
2 people
5
Confirm speakers
2 people
6
Create the abstract format
7
Collect abstracts
2 people
8
Review abstracts
4 people
9
Select presentations
3 people
10
Publish the program
11
Send invitations
2 people
12
Open the registration form
13
Process registrations
2 people
14
Collect dietary requirements
15
Provide dietary requirements
16
Make name badges
2 people
17
Print participant list
18
Send speaker information
19
Collect presentations
20
Check presentations
2 people
21
Book catering
22
Reserve equipment
23
Create parking information
24
Make route signs
2 people
25
Print the run sheet
26
Collect materials
2 people
27
Set up registration desk
2 people
28
Set out the room layout
3 people
29
Set up tables
3 people
30
Set up chairs
3 people
31
Place the stage table
2 people
32
Connect the projector
2 people
33
Connect microphones
2 people
34
Test presentations
2 people
35
Test Wi‑Fi
36
Set up the poster area
2 people
37
Lay out name badges
2 people
38
Lay out information materials
2 people
39
Set out coffee and tea
2 people
40
Chill drinks
2 people
41
Set up lunch buffet
3 people

Event

42
Staff the registration desk
3 people
43
Register participants
3 people
44
Hand out name badges
2 people
45
Welcome speakers
2 people
46
Guide the opening
2 people
47
Facilitate sessions
3 people
48
Start presentations
49
Keep track of time
2 people
50
Moderate audience Q&A
2 people
51
Serve coffee break
3 people
52
Refill drinks
2 people
53
Serve lunch buffet
4 people
54
Serve diet meals
2 people
55
Guide poster sessions
2 people
56
Lead the evening session
2 people
57
Handle the closing
2 people
58
See participants off
2 people

Aftercare

59
Switch off the equipment
2 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Clear the hall
4 people
63
Put furniture back
4 people
64
Clean the venue
3 people
65
Inventory materials
2 people
66
Return borrowed items
2 people
67
Archive participant list
68
Archive presentations
69
Send thank-you email
70
Send certificates
71
Share photos and materials

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 110
Registration tablesqty 2
Stage table
Speaker chairsqty 6
Poster boardsqty 20
Coat racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving boardsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Wi-Fi router
Power banksqty 4

Office

Name badge holdersqty 110
Lanyardsqty 110
Congress foldersqty 110
Notepadsqty 110
Ballpoint pensqty 130
Paper cutter
Staplersqty 2
Rolls of tapeqty 6
Writing boardsqty 4
Whiteboard markersqty 12

Decorations

Directional signsqty 12
Program postersqty 8
Poster clipsqty 80
Tableclothsqty 14
Speaker signsqty 6

Lighting

Desk lampsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Buffet warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Pouring jugsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the theme, venue, and program structure first. Allow at least 8–12 weeks for speaker invitations, abstract submission, review, and presentation selection before publishing the final program.
Give speakers one clear deadline for abstracts and another for final presentations. Collect presentation files at least 3–5 working days before the congress so you can check formats, timing, and missing content.
Open registration only after the main program and speaker list are stable. Close dietary-requirement collection at least 7 days before the event so catering can receive accurate numbers.
Prepare participant materials from the registration data: print the participant list, make name badges, and assemble congress folders and notepads at least 1 day in advance.
Run a room and technology check before participants arrive. Test the projector, screen, laptop, microphones, speakers, clicker, power connections, Wi-Fi, and route signs, then keep a printed run sheet at registration and backstage.

Frequently asked questions

How far in advance should I organize a scientific congress?: Start at least 6 months ahead for a multi-session congress with invited speakers and abstract review. Use the first 4–6 weeks for the theme, venue, program framework, and speaker invitations, then set deadlines for abstracts, registration, and presentations.
When should speakers submit their abstracts and presentations?: Set the abstract deadline about 10–12 weeks before the congress, leaving 2–3 weeks for review and presentation selection. Request final presentation files 3–5 working days before the event so technical checks are still possible.
When should registration close for a scientific congress?: Close standard registration 5–10 days before the congress, depending on venue and catering deadlines. Collect dietary requirements at the same time, and keep a small process for late registrations without reprinting every badge.
What should I check the day before a scientific congress?: Check the room layout, registration tables, badges, participant list, signs, poster boards, catering setup, and all presentation equipment the day before. Test every microphone and presentation connection, and print the final run sheet so the team can work without relying on Wi-Fi.

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.