Medical Congress Planning Checklist

A medical congress depends on many details being ready at the same time: an approved programme, prepared speakers, accredited sessions, working presentation equipment and accurate registration data. Start with the date, venue and programme, then move on to speakers, accreditation and invitations. In the final weeks, confirm dietary requirements, presentations, badges, certificates, room signs and technical support. This checklist gives you a practical order for organising the congress and highlights the details most often left until the last minute.

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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 the venue and rooms
Invite speakers
2 people
Collect speaker details
Request accreditation
Set up the registration form
Send invitations
2 people
Publish website program
Book catering
Reserve technical support
Process registrations
2 people
Collect dietary requirements
Confirm speaking slots
Collect presentations
Design name badges
Check participant list
2 people
Print programs
Print name badges
Prepare certificates
Make route and hall signs
Check presentations technically
2 people
Confirm catering quantities
Collect materials
2 people
Pick up groceries
2 people
Chill drinks
2 people

Event

Open venue
2 people
Check the halls
2 people
Set up the registration desk
2 people
Set up chairs and tables
4 people
Set up speaker room
2 people
Set up presentations
2 people
Test microphones
2 people
Test the projector and screen
2 people
Set out coffee and tea
3 people
Set up lunch buffet
4 people
Brief the registration team
2 people
Register participants
4 people
Hand out name badges
3 people
Serve welcome coffee
3 people
Guide the opening presentation
2 people
Provide technical support for presentations
2 people
Collect questions from the audience
Set up coffee break
3 people
Refill coffee and tea
2 people
Clear away dishes and waste
2 people
Guide participants to dinner
2 people
Serve dinner buffet
5 people
Refill drinks
2 people
Serve diet meals
2 people
Support the evening program
2 people
Hand out certificates
2 people
Announce the closing
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clear up the rooms
4 people
Put furniture back
4 people
Clean the venue
3 people
Inventory materials
2 people
Return equipment
2 people
Return unused catering
2 people
Archive attendance records
Send certificates digitally
Send thank-you message
Share presentations

What to bring

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

Furniture

Chairsqty 180
Congress tablesqty 24
Registration tablesqty 3
Speaker chairsqty 8
Dressing room tablesqty 4
Buffet tablesqty 8
Coat racksqty 4

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Presentation clickersqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Laptop chargersqty 4
Power banksqty 4

Registration

Badge holdersqty 180
Lanyardsqty 180
Clipboardsqty 6
Ballpoint pensqty 60
Name stickersqty 30
Printer paperqty 2
Color highlightersqty 12
Staplersqty 2
Letter openersqty 2
Presentation foldersqty 12

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Cutlery setsqty 180
Serving spoonsqty 20
Coffee potsqty 8
Thermos flasksqty 10
Serving plattersqty 20
Serving tongsqty 12
Water carafesqty 20

Kitchen

Coolersqty 6
Ice containersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Food tongsqty 8
Food containersqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Conference bannersqty 4
Directional signsqty 12
Table card holdersqty 24
Table runnersqty 12

Lighting

LED table lampsqty 12

Cleaning

Waste binsqty 12
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Glovesqty 12

Catering

Groceries

Tips

Request accreditation as soon as the scientific programme is stable; allow at least 4–6 weeks for review before publishing the final programme.
Collect each speaker’s presentation, session title, biography and technical requirements no later than 7 days before the congress. Check every file on the presentation laptop before doors open.
Close registration numbers and dietary requirements 5–7 days before the event so catering quantities can be confirmed without guessing. Keep a small buffer for late registrations.
Prepare name badges, certificates, printed programmes and route signs at least 1 day in advance. Bring extra badge holders, lanyards, printer paper and pens for corrections at registration.
Test projectors, screens, microphones, clickers, HDMI adapters, extension cords and power strips in each room during the setup period. Keep chargers and power banks at the registration or technical desk.

Frequently asked questions

How far in advance should I organise a medical congress?: Start planning 6–12 months ahead for a multi-session congress. Set the date, reserve the venue and rooms, and build the programme before sending invitations; accreditation should usually be requested at least 4–6 weeks in advance.
When should speakers submit their presentations?: Set the submission deadline 7 days before the congress. This leaves time to collect missing files, check compatibility, load presentations onto the correct laptop and resolve problems with videos, fonts or adapters.
When should I confirm medical congress catering numbers?: Confirm the expected attendance and dietary requirements 5–7 days before the event. Recheck the final number on the day before setup and make sure coffee cups, buffet tables and drinks are ready before registration opens.
What technical equipment is needed for a medical congress?: Plan a laptop, projector, projection screen, wireless microphone, microphone stand and presentation clicker for each relevant room. Test HDMI cables, adapters, chargers, extension cords and power strips at least once during setup and keep backups available.

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.