ICT Congress planning checklist

An ICT Congress involves more than booking a room and inviting speakers. You need a workable program, confirmed presenters, registration data, catering details, printed materials, and tested audiovisual equipment. This checklist follows the planning sequence from choosing the date through setting up the room and welcoming attendees. Use it to keep deadlines visible and prevent common last-minute problems, such as missing presentation files, incomplete dietary information, or adapters and microphones that do not work together.

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

Set the date and program
2 people
Approach speakers
2 people
Reserve the venue and rooms
2 people
Book catering
2 people
Reserve audiovisual equipment
2 people
Send invitations
2 people
Open the registration form
Collect speaker information
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Design name badges
Have the program printed
Collect presentations
Check presentations
2 people
Export the participant list
Print name badges
2 people
Assemble welcome folders
3 people
Do the shopping
2 people
Collect equipment
2 people
Check the venue
2 people
Send speaker briefing
Chill drinks
2 people
Set out the room layout
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Prepare welcome folders
2 people
Load presentations onto laptop
2 people
Connect the projector and screen
2 people
Connect microphones
2 people
Test Wi-Fi and network
2 people
Test sound level
2 people
Check lighting and ventilation
Set up the coffee and tea station
2 people
Set up lunch buffet
3 people
Hold a technical briefing
4 people
Brief the registration team
3 people
Welcome speakers
2 people

Event

Register participants
4 people
Hand out welcome folders
2 people
Serve coffee and tea
2 people
Guide the opening
2 people
Support presentations
2 people
Collect questions from the audience
Refill drinks
2 people
Provide coffee break
3 people
Clean break tables
2 people
Serve lunch
4 people
Serve diet meals
2 people
Restock the buffet
2 people
Facilitate the networking session
2 people
Support the evening program
2 people
Answer final questions
2 people
Handle the closing
2 people
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Secure presentations
Clear the hall
5 people
Clean the hall and kitchen
3 people
Put tables and chairs back
4 people
Pack equipment
2 people
Return equipment
2 people
Sort remaining stock
2 people
Register lost and found items
Send a thank-you gift to participants
Thank speakers

What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Registration deskqty 2
Stoolsqty 8
Speaker table
Lectern

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphoneqty 3
Microphone standqty 2
Sound speakerqty 2
Mixer
HDMI cableqty 4
HDMI adapterqty 4
Power stripqty 8
Extension cordqty 8
Wi-Fi routerqty 2
USB sticksqty 10
Power banksqty 6

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee potsqty 6

Kitchen

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 3
Thermos flasksqty 6
Serving utensilsqty 12
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 120
Badge holdersqty 120
Table numbersqty 18
Information boardsqty 8
Arrow stickersqty 30
Tableclothqty 18
Nameplate speakersqty 12

Cleaning

Waste binsqty 8
Trash bagsqty 100
Paper towelsqty 12
Cleaning glovesqty 6
Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Toilet paperqty 24

Catering

Groceries

Tips

Set the date and program before contacting speakers and suppliers. Reserve the venue and rooms as soon as the format is clear, especially if you need separate spaces for presentations, catering, or registration.
Open registration only after the venue, program outline, and practical attendee information are available. Export the participant list before the event so name badges, welcome folders, catering numbers, and parking information use the same data.
Ask speakers for their presentation files before the event and check every file on the presentation laptop. Test the projector, screen, wireless microphone, mixer, speakers, HDMI cables, adapters, power strips, and extension cords together rather than separately.
Collect dietary requirements during registration and send the final numbers to catering before the event. Plan the coffee service as a separate setup, including cups, glasses, coffee pots or machines, kettles, thermos flasks, plates, cutlery, and serving platters.
Complete the room setup before guests arrive: place tables and chairs, prepare the registration desk, speaker table, lectern, and stools, then chill drinks and arrange welcome folders. Keep USB sticks and power banks available for speakers and staff if files or devices fail.

Frequently asked questions

When should I start planning an ICT Congress?: Start at least 12 weeks before the event if you need external speakers, a venue, catering, and audiovisual equipment. Set the date and program first, then confirm rooms and speakers before opening registration.
When should ICT Congress registration close?: Close registration 5 to 7 days before the event so you can export the participant list, print name badges, confirm dietary requirements, and give catering an accurate headcount. Keep a small process available for late registrations if needed.
How far in advance should speakers send presentations?: Ask speakers to send their presentations 3 to 5 days before the congress. Check the files on the presentation laptop and keep copies on USB sticks so technical problems do not delay the program.
How early should the ICT Congress venue be set up?: Allow at least 2 hours for room layout, audiovisual setup, registration materials, catering equipment, and presentation checks. Have the speaker briefing and final venue check completed before attendees begin arriving.

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.