Members Congress planning checklist

A Members Congress depends on many small details landing in the right order. Set the date and programme before booking the venue, speakers and catering, then use registration data to prepare badges, dietary information and seating. The final week is for collecting presentations, testing microphones and projection, printing materials and confirming access. On the day, allow enough time to open the venue, set up registration, tables, chairs and catering before the first attendee arrives.

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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
Invite speakers
Publish the program
Send invitations
2 people
Open the registration form
Collect speaker information
Collect dietary requirements
Process registrations
2 people
Create name tag list
Order catering
Reserve equipment
Collect presentations
Print the run sheet
Send route information
Print name badges
Print program leaflets
2 people
Do the shopping
2 people
Check catering
2 people
Test the equipment
2 people
Prepare materials
2 people
Open venue
2 people
Set up the reception area
3 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the presentation area
3 people
Connect the projector
2 people
Test microphones
2 people
Set up presentations
Setting up the coffee station
2 people
Set up buffet area
3 people
Chill drinks
2 people
Prepare snacks
3 people
Post allergen information

Event

Receive participants
4 people
Register attendance
3 people
Hand out name badges
2 people
Serve welcome coffee
3 people
Guide the opening
2 people
Welcome speakers
2 people
Present presentations
Collect questions from the audience
2 people
Provide coffee break
3 people
Refill drinks
2 people
Restock tableware
2 people
Keep the break room clean
2 people
Distribute ballots
2 people
Lead the atmosphere
3 people
Count votes
3 people
Serve snacks
3 people
Set up the buffet
4 people
Open the buffet
2 people
Refill buffet
3 people
Serve diet meals
2 people
Serve coffee and tea
2 people
Serve dessert
3 people
Host the networking drinks reception
3 people
Provide the last drink round
2 people
See off guests and manage departure
3 people

Aftercare

Collect waste
3 people
Collect tableware
3 people
Clear buffet
3 people
Switch off equipment
2 people
Clear out the presentation area
3 people
Put furniture back
4 people
Clean the venue
4 people
Empty the coolers
2 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed equipment
2 people
Remove empty packaging
2 people
Send thank-you message
Send presentations to members

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 110
Registration desk
Buffet tablesqty 4
Speaker chairsqty 4
Coat racksqty 2
Clothes hangersqty 120
Foldable tablesqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 130
Dessert platesqty 120
Knivesqty 130
Forksqty 130
Spoonsqty 130
Coffee spoonsqty 120
Serving utensilsqty 20

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
Presentation clicker
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Food warmersqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 20
Serving plattersqty 12
Serving jugsqty 8
Serving spoonsqty 12

Decorations

Name card holdersqty 110
Tableclothsqty 16
Flower arrangementsqty 8
Welcome sign
Directional signsqty 8
Pen holdersqty 6

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Start with the date, programme and venue. Confirm room capacity, speaker space, registration-desk placement, coat storage and power access before sending invitations.
Set a registration deadline at least 7 days before the congress. Use the final list to prepare name badges, the seating plan, dietary requirements and the catering order.
Collect every presentation at least 24 hours before the event and test each file on the actual laptop, projector and screen. Check HDMI cables, extension cords, power strips and charging points at the same time.
Plan the reception area separately from the programme room. Put the registration desk, name badges and programme leaflets where arrivals can find them without blocking coffee service or the entrance.
Print the run sheet, route information, badges and programme leaflets before the event day. Keep one working copy at registration and one with the person coordinating speakers and timing.

Frequently asked questions

How far in advance should I plan a Members Congress?: Start venue and programme planning at least 8 to 12 weeks before the congress. Invite speakers and open registration once the date, location and main programme are confirmed.
When should Members Congress registration close?: Close registration about 7 days before the event so you can process names, dietary requirements, badges and catering. Ask speakers for final information and presentations no later than 24 hours beforehand.
What equipment do I need for a Members Congress?: Allow a laptop, projector, projection screen, wireless microphones, a microphone stand and a presentation clicker. Bring HDMI cables, extension cords, power strips, charging cables and power banks as backup.
How early should the venue be opened on the day?: Open the venue at least 2 hours before the first attendee arrives. This gives you time to set up the reception area, tables, chairs, catering, badges and programme materials, then test the equipment.

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.