Legal Congress Checklist

A legal congress involves more than booking a room and confirming speakers. You need a clear program, reliable registration process, dietary information, presentation files and working AV equipment before the day begins. This checklist covers the planning sequence, from setting the date and venue to printing badges, checking slides and preparing catering quantities. Use it to keep speaker coordination, attendee communication and on-site setup from becoming last-minute tasks.

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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 the date and program
2 people
Reserve venue
Confirm speakers
2 people
Confirm host
Create the program
2 people
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Request presentations
Book catering
Reserve equipment
Send parking information
Prepare name badges
2 people
Check participant list
Print badge details
Print the program booklets
2 people
Check speaker slides
2 people
Confirm catering quantities
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Back up presentations
Print the run sheet

Event

Open venue
2 people
Check rooms
2 people
Set up chairs
4 people
Set up tables
3 people
Set up registration desk
2 people
Set up the stage and podium table
3 people
Connect the projector
2 people
Connect microphones
2 people
Test presentations
2 people
Check the lighting
Put up signage
2 people
Lay out program brochures
2 people
Lay out name badges
2 people
Prepare coffee and tea
3 people
Set up lunch buffet
4 people
Chill drinks
2 people
Welcome speakers
2 people
Brief the registration team
Register participants
4 people
Serve welcome drinks
3 people
Lead opening speech
2 people
Provide technical support for presentations
2 people
Serve coffee break
4 people
Refill drinks
2 people
Moderate audience Q&A
Serve lunch buffet
4 people
Serve diet meals
2 people
Restock the buffet
3 people
Take tableware to the dishwashing station
2 people
Provide technical support for the evening session
2 people
Refill drinks
2 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Lead the closing
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect materials
3 people
Wash dishes
3 people
Collect waste
2 people
Clear up the rooms
4 people
Clean the venue
3 people
Check equipment
2 people
Return borrowed materials
2 people
Store leftover catering
2 people
Archive participant list
Send speaker thank-yous
Store presentations securely
Send participant information

What to bring

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

Furniture

Chairsqty 90
Tablesqty 14
Registration deskqty 2
Speaker table
Stage sectionsqty 4
Stoolsqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Audio mixer
Presentation clickerqty 2
Power stripsqty 8
Extension cordsqty 8
Gaffer tapeqty 4
USB sticksqty 4
Wi-Fi hotspot

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 6
Food warmersqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Storage binsqty 12
Kitchen scale

Decorations

Company flagsqty 4
Tablecloth setsqty 14
Name badge holdersqty 100
Badge lanyardsqty 100
Menu standsqty 10
Wayfinding signsqty 12
Arrow stickersqty 30
Flip chartsqty 3
Flip chart paperqty 6
Markersqty 12
Ballpoint pensqty 120
Notepadsqty 100

Lighting

LED floor lampsqty 4

Cleaning

Waste binsqty 10
Broomqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date, venue and program before sending invitations. Confirm the host and speakers early, then allow time to collect speaker information and presentation requirements.
Open registration as soon as invitations go out and review registrations regularly. Record dietary requirements alongside the participant list so catering numbers can be confirmed before the event.
Request speaker presentations before the congress, not on the morning itself. Check every slide deck on the event laptop and keep a backup copy on at least one USB stick.
Test the complete AV chain at the venue, including the projector, screen, HDMI cables, adapters, microphones, speakers, mixer and clicker. Keep extension cords, power strips and gaffer tape available for setup problems.
Prepare badges and printed program booklets after the participant list is checked. Send parking information in advance and place the registration desk where arriving attendees can find it immediately.

Frequently asked questions

How far in advance should I organise a legal congress?: Start at least 12 weeks before the congress. Use the first few weeks to reserve the venue, set the program, confirm speakers and arrange the host before opening registration.
When should I send legal congress invitations?: Send invitations as soon as the date, venue and main program are confirmed, ideally 8 to 10 weeks before the event. Keep registration open long enough to collect dietary requirements and accurate attendance numbers.
When should speaker presentations be collected?: Request presentations at least 7 days before the congress and set a firm submission deadline. Check the files on the event laptop and back them up before the first session starts.
How many microphones are needed for a legal congress?: Plan one microphone for the host and each active speaking position, plus at least one spare if the program includes questions or panel discussions. Test all microphones, stands, speakers and the audio mixer during the venue setup.

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.