Mobility Congress checklist and planning guide

A Mobility Congress depends on many details arriving in the right order: the venue, programme, speakers, registration, catering and technical setup all affect one another. Start by fixing the date and location, then build the schedule before confirming speakers, food and audiovisual equipment. In the final weeks, collect dietary and speaker information, prepare badges and programme booklets, and test every presentation. This checklist covers the full planning sequence, including the small items that are often discovered too late.

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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
Set the schedule and times
2 people
Secure speakers and moderators
2 people
Make venue reservations
Book catering
Reserve audiovisual equipment
Open registration form
Send invitations
2 people
Publish conference promotion
Process registrations
2 people
Collect dietary requirements
Collect speaker information
2 people
Collect presentations
Create final participant list
Print name badges
2 people
Print the program booklets
2 people
Send directions
Confirm catering order
Prepare a technical briefing
2 people
Review the speaker schedule
3 people
Do the shopping
2 people
Check materials
2 people
Prepare registration table
2 people
Load presentations onto laptop
Inspect venue
2 people
Set out the room layout
3 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Technically test presentations
2 people
Hang up signage
2 people
Prepare registration materials
2 people
Set up coffee station
2 people
Set up the buffet and catering table
3 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Sort name tags
2 people

Event

Welcome speakers
2 people
Brief speakers
2 people
Register participants
4 people
Serve welcome coffee
3 people
Escort participants to the hall
2 people
Open the congress
Facilitate presentations
2 people
Pass around the microphones
2 people
Refill drinks
2 people
Serve coffee break
3 people
Restock break buffet
2 people
Moderate panel discussion
2 people
Collect questions from the audience
2 people
Set up the networking drinks reception
3 people
Serve the networking drinks reception
4 people
Set up the dinner buffet
4 people
Serve dinner buffet
5 people
Serve special meals separately
2 people
Guide the final presentations
2 people
Close the congress
See participants off
2 people

Aftercare

Clear catering
4 people
Turn off audiovisual equipment
2 people
Secure presentations
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Hand over the venue
2 people
Return materials
2 people
Check outstanding materials
Send a thank-you message to the speakers
Send participant information

What to bring

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

Furniture

Conference chairsqty 170
Registration tablesqty 3
Buffet tablesqty 8
Catering tablesqty 4
Speaker table
High tablesqty 15
Stage sectionsqty 4

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Laser pointerqty 2
Flip chartsqty 3
Flipchart markersqty 12

Tableware

Coffee cupsqty 180
Water glassesqty 180
Wine glassesqty 180
Dinner platesqty 180
Dessert platesqty 180
Knivesqty 180
Forksqty 180
Coffee spoonsqty 180
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 6
Serving traysqty 10
Chafing dishesqty 8
Serving spoonsqty 16
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Tableclothsqty 18
Name card holdersqty 170
Program boardsqty 6
Name badges for speakersqty 12
Wayfinding signsqty 10
Table numbersqty 15

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
All-purpose cleanerqty 3
Dish soapqty 3
Spongesqty 12

Lighting

Standing lampsqty 4

Catering

Groceries

Tips

Set the schedule before finalising speakers and catering. Allow a clear arrival period for registration, and include time between sessions for room changes, questions and technical resets.
Collect speaker details and presentations no later than 7 days before the congress. Load the final files onto the presentation laptop, then check fonts, videos, aspect ratios and connection cables on site.
Confirm the catering order after collecting dietary requirements, ideally 5 to 7 days before the event. Check that coffee machines, cups, water glasses, serving utensils and buffet tables match the number of attendees.
Prepare the registration table at least 60 minutes before doors open. Put the final participant list, printed name badges, programme booklets and directions together so volunteers do not have to search for separate materials.
Inspect the venue on the day before or at least 3 hours before the first session. Test the projector, screen, microphones, speakers, mixer, extension cords, power strips and flip charts in the rooms where they will be used.

Frequently asked questions

How far in advance should I start organising a Mobility Congress?: Start at least 12 to 16 weeks before the congress. Fix the date and venue first, then secure speakers, moderators, catering and audiovisual equipment before opening registration.
When should Mobility Congress registration close?: Close standard registration 5 to 7 days before the event if catering and name badges depend on the final numbers. Keep a separate process for late registrations so the participant list and catering order can still be updated without disrupting preparation.
When should speakers submit their presentations?: Set the submission deadline at least 7 days before the congress. Review the speaker schedule and technical requirements before loading the final presentations onto the laptop.
How early should the venue be set up for a Mobility Congress?: Allow at least 3 hours for setup and testing on the event day. This gives you time to arrange conference chairs, registration and catering tables, connect the projector and microphones, and resolve technical problems before participants arrive.

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.