International Congress Planning Checklist

An international congress needs more than a venue and a program. You must coordinate speakers, travel details, registrations, dietary requirements, translations and technical equipment across several deadlines. Start with the date, program and rooms, then move through invitations, registration and speaker logistics. In the final weeks, check presentations, language arrangements, badges, catering numbers and route information. This checklist gives you a practical order for organising the work without leaving essential details until the last day.

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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

Set conference date and program
2 people
Reserve the venue and rooms
2 people
Reserve catering and dietary options
2 people
Reserve audiovisual equipment
2 people
Confirm speakers and moderators
2 people
Prepare an international invitation
2 people
Publish registration form
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Collect speakers’ travel details
2 people
Book hotel rooms for speakers
2 people
Translate program
2 people
Prepare name badges
2 people
Check participant list
2 people
Collect speaker presentations
2 people
Check presentations technically
2 people
Set the language layout per session
2 people
Send route and parking information
2 people
Submit final participant count
2 people
Confirm catering order
2 people
Print volunteer instructions
2 people
Sort materials and badges
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare the registration desk
3 people
Set up tables and chairs
6 people
Set up the stage and podium table
4 people
Set up projectors and screens
3 people
Connect the sound system
3 people
Install toll equipment
3 people
Load presentations onto the laptop
2 people
Test microphones and presentations
3 people
Set up coffee and tea stations
3 people
Set up lunch buffet
4 people
Hang up signage
2 people

Event

Welcome speakers
2 people
Register participants
5 people
Hand out conference folders
3 people
Lead the opening session
3 people
Provide technical support for presentations
2 people
Support simultaneous interpreting
2 people
Set up coffee break
3 people
Refill coffee and tea
3 people
Moderate the Q&A
2 people
Keep the lunch and coffee area clean
2 people
Set up the evening buffet
4 people
Serve the evening buffet
5 people
Refill drinks
3 people
Restock crockery and glasses
2 people
Lead the evening session
3 people
Provide the closing and thank-you speech
2 people
See participants off
3 people

Aftercare

Safely shut down equipment
3 people
Clear away food and drinks
4 people
Collect and wash dishes
4 people
Sort and dispose of waste
3 people
Clean the rooms
4 people
Put furniture back
4 people
Remove decorations and signage
2 people
Return rental equipment
3 people
Store leftover materials
2 people
Send thank-you email to participants
2 people
Send presentations to participants
2 people

What to bring

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

Furniture

Conference chairsqty 170
Tablesqty 28
Registration tablesqty 3
Speaker table
Stage sectionsqty 6
Coat racksqty 4

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
Presentation clickersqty 3
Wireless microphonesqty 6
Microphone standsqty 3
Speakersqty 6
Mixing consolesqty 2
Extension cordsqty 8
Power stripsqty 12
HDMI cablesqty 8
HDMI adaptersqty 6
Interpreter casesqty 80
Interpreters' transmittersqty 4
Interpreter microphonesqty 4

Tableware

Coffee cupsqty 180
Water glassesqty 220
Wine glassesqty 180
Platesqty 220
Cutlery setsqty 220
Serving plattersqty 24
Coffee potsqty 12
Water jugsqty 16

Kitchen

Coffee machinesqty 4
Kettlesqty 4
Coolersqty 8
Ice containersqty 4
Serving spoonsqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Tableclothsqty 28
Stage backdropsqty 2
International flagsqty 12
Flower arrangementsqty 8

Lighting

LED spotlightsqty 8
Standing lampsqty 4

Catering

Name badgesqty 180
Badge holdersqty 180
Lanyardsqty 180
Congress foldersqty 180
Program leafletsqty 180
Pensqty 200
Notepadsqty 180
Table number cardsqty 30
Buffet labelsqty 30
Groceries
Clothes hangersqty 180
Directional signsqty 24
Table numbersqty 30
Visitor wristbandsqty 180

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 12

Tips

Set the date, program and rooms before opening registration. Confirm the venue can provide the required conference chairs, stage sections, registration tables, coat racks and separate spaces for parallel sessions.
Collect speaker travel details and dietary requirements as soon as invitations are accepted. Book hotel rooms for speakers early, then use the final participant and speaker list to confirm catering quantities.
Treat translation as a planning task, not a last-minute print job. Translate the program, define the language layout for every session and confirm interpreter cases, transmitters and microphones before the technical rehearsal.
Ask speakers for presentations several days before the congress, rather than waiting for arrival. Test every file on the actual laptops, projectors, screens, HDMI cables and adapters, and check wireless microphones, speakers and mixing consoles.
Submit the final participant count only after registration records, dietary information and cancellations have been checked. Prepare badges and volunteer instructions in advance, and chill drinks only after the catering and serving plan is confirmed.

Frequently asked questions

How far in advance should I start planning an international congress?: Start at least 6 to 12 months before the congress if international speakers, hotel rooms and interpreters are involved. Fix the date, program and venue first, then allow several months for invitations, registration and travel arrangements.
When should registration open for an international congress?: Open registration after the date, program outline, venue and main speakers are confirmed, usually 3 to 6 months before the event. Set a clear closing date so you have time to check dietary requirements and submit the final catering count.
When should speakers send their presentations?: Request presentations at least 3 to 5 days before the congress. Check every file technically before the event, including fonts, video, aspect ratio, laptops, projectors, HDMI adapters and presentation clickers.
How long before the congress should I confirm catering numbers?: Confirm the final participant count and catering order about 5 to 7 days before the congress, or according to the caterer’s deadline. Include collected dietary requirements and allow time to correct badges, seating and serving quantities.

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