Innovation Congress checklist: what to arrange and when

An Innovation Congress depends on more than a strong programme. Speakers need clear deadlines, registrations and dietary requirements must reach the caterer, and technical equipment has to be tested before guests arrive. Use this checklist to work from the date and venue through invitations, deliveries and final setup. It also covers the details that are easy to leave too late, such as biographies, name badges, route information, emergency contacts and charging points.

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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

Confirm date and location
2 people
Set the program and theme
3 people
Approach speakers
2 people
Confirm speakers
2 people
Collect presentations and biographies
2 people
Send invitations
2 people
Process registrations
2 people
Confirm registrations
2 people
Collect dietary requirements
Pass dietary requirements on to the caterer
Order catering
2 people
Reserve equipment
2 people
Reserve furniture
Have printed materials made
2 people
Prepare name badges
2 people
Compile program brochures
3 people
Send route and parking information
Send speaker information
Schedule volunteers
2 people
Confirm emergency response contacts
Confirm catering delivery
Confirm tech delivery
Pick up groceries
2 people
Open venue
2 people
Receive deliveries
3 people
Store catering chilled
2 people
Set up the registration table
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage and podium table
3 people
Set up projection screen
2 people
Connect the projector
2 people
Connect the sound system
2 people
Test microphones
2 people
Test presentations
2 people
Test Wi-Fi and power
2 people
Prepare registration materials
2 people
Sort name tags
2 people
Lay out program brochures
2 people
Hang wayfinding signs
2 people
Hang up decorations
2 people
Set up coffee station
2 people
Set up the break buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Welcome speakers
2 people
Staff the registration desk
4 people
Welcome visitors
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Guide the opening
2 people
Announce the speakers
Technically support presentations
2 people
Monitor time per session
Refill drinks
2 people
Serve the break buffet
4 people
Clear away dishes
2 people
Moderate panel discussion
2 people
Set up the networking drinks reception
4 people
Serve snacks
4 people
Restock the buffet
3 people
Restock glasses and tableware
2 people
Wave goodbye to visitors
3 people
Collect lost property
2 people

Aftercare

Store registration details securely
2 people
Switch off the equipment
2 people
Remove decorations
3 people
Take down tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean rooms
4 people
Check toilets
2 people
Inventory materials
2 people
Return rented materials
2 people
Store leftover catering
2 people
Archive speaker files
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 180
Foldable tablesqty 24
Registration deskqty 2
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
Stoolsqty 6
Coat racksqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 240
Wine glassesqty 180
Platesqty 220
Forksqty 220
Knivesqty 220
Spoonsqty 220
Serving plattersqty 20
Serving tongsqty 12

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 3
Wi-Fi hotspot
Flip chartsqty 4
Markersqty 24
Laser pointerqty 2

Decorations

Congress bannersqty 4
Flagsqty 8
Centerpiecesqty 24
Name card holdersqty 180
Directional signsqty 12
Adhesive stripsqty 4

Lighting

LED light barsqty 8
Table lampsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 12
Coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving traysqty 16
Ice packsqty 24

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date, venue, programme and theme before approaching speakers. Once speakers are confirmed, request their presentation files and biographies early enough to compile the programme brochure and prepare the technical setup.
Close registration with enough time to confirm attendance and collect dietary requirements. Pass the final requirements to the caterer before ordering food, rather than trying to update the order on the event day.
Keep the registration area separate from the stage and buffet flow. Allow space for a registration desk, name badges, brochures, coat racks and a clear route to seating so arrivals do not block the entrance.
Create a technical run-through covering the projector, screen, laptop, clicker, wireless microphones, speakers and mixer. Check extension cords, power strips, Wi-Fi and charging stations at the venue, not just on the equipment list.
Work backwards from opening time for the final week. Confirm catering and tech deliveries, schedule volunteers, share route and parking details, confirm emergency response contacts, and assign someone to open the venue and receive each delivery.

Frequently asked questions

How far in advance should I organise an Innovation Congress?: Start planning at least 12 weeks before the congress if you need several speakers, catering and technical equipment. Confirm the date and venue first, then approach speakers and open registration once the programme structure is stable.
When should speakers submit presentations and biographies?: Set a submission deadline 10 to 14 days before the event. This gives you time to compile biographies and programme materials, check presentation formats and test the files on the event laptop and projector.
When should I collect dietary requirements for an Innovation Congress?: Ask for dietary requirements during registration and set a final internal deadline 7 to 10 days before the event. Pass the consolidated list to the caterer before placing or finalising the catering order.
How early should I test the technology at the venue?: Complete a full technical check at least 2 hours before guests arrive. Test the projector and screen, microphones, speakers, mixer, clicker, Wi-Fi, power connections and charging stations with the actual room layout.

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