Municipal Congress Checklist

A municipal congress involves more than booking a room and inviting speakers. You need a clear program, reliable registration process, suitable room layouts, working presentation equipment and accurate catering numbers. This checklist helps you work through the planning in the right order, from setting the date and confirming speakers to printing badges, checking dietary requirements and preparing the registration desk. It also covers the details that are often left until the last day, such as collecting presentations, testing cables and arranging parking information.

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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
Approach speakers
2 people
Confirm speakers
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send parking information
Finalize the program
2 people
Prepare name badges
2 people
Print participant list
Print programs
Order catering
Test the equipment
2 people
Collect presentations
Do the shopping
2 people
Chill drinks
2 people
Check catering
2 people
Pick up venue keys
Set up the registration table
2 people
Lay out name badges
2 people
Set out the room layout
3 people
Set up tables and chairs
4 people
Set up the stage table
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Set up presentations
Set up coffee station
2 people
Set up the lunch buffet
3 people
Hang up signage
2 people
Check toilets

Event

Welcome speakers
2 people
Register participants
4 people
Hand out programs
2 people
Serve coffee and tea
3 people
Guide the opening
2 people
Facilitate the plenary session
3 people
Manage microphones
Refill drinks
2 people
Restock break snacks
2 people
Lead the workshops
6 people
Collect questions from the audience
2 people
Open the lunch buffet
3 people
Serve diet meals
2 people
Clear buffet and tables
3 people
Support the evening program
3 people
Refill drinks
2 people
Serve snacks
3 people
Lead the closing
2 people
See off speakers
2 people
Let participants out
2 people

Aftercare

Collect tableware
3 people
Separate waste
2 people
Switch off equipment
2 people
Remove decorations
2 people
Clear tables and chairs
4 people
Clean the rooms
3 people
Clean the restrooms
2 people
Hand over the venue
2 people
Return materials
2 people
Store unused groceries
Register lost property
Process attendance
Send thank-you message

What to bring

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

Furniture

Chairsqty 120
Tablesqty 16
Registration desk
Stage table
Speaker chairsqty 6

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Laptop
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Tableware

Coffee cupsqty 130
Drinking glassesqty 160
Wine glassesqty 130
Platesqty 140
Cutlery setsqty 140
Coffee potsqty 8
Water jugsqty 12

Kitchen

Coolersqty 4
Buffet traysqty 8
Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Serving plattersqty 12

Decorations

Table skirtsqty 16
Table runnersqty 16
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Flip chartsqty 4
Markersqty 20
Flower arrangementsqty 8

Lighting

Standing lampsqty 4

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries

Tips

Set the date and reserve the venue before approaching speakers. Allow at least 8–12 weeks for a multi-session congress, especially if several rooms or external speakers are involved.
Open registration only after the draft program, venue details and cancellation information are ready. Close or review registrations at least 7 days before the event so catering numbers and dietary requirements can be checked.
Collect every presentation before the congress, preferably 3–5 days in advance. Test each file on the event laptop and check the projector, screen, microphones, HDMI cables and power strips before participants arrive.
Prepare name badges, the participant list and printed programs no later than the day before. Keep the registration desk supplied with badges in alphabetical order and a separate list for late registrations or missing information.
Plan the final setup backwards from the opening time. Pick up the venue keys, arrange tables and chairs, set out the room layout, check catering and chill drinks early enough to leave at least 30 minutes for unexpected fixes.

Frequently asked questions

How far in advance should I plan a municipal congress?: Start planning 8–12 weeks ahead for a standard one-day congress. Use more time if you need several rooms, a large speaker lineup or formal procurement for the venue and catering.
When should I send invitations for a municipal congress?: Send the first invitation 6–8 weeks before the event, once the date, venue and main program details are confirmed. Send a reminder 10–14 days before registration closes.
When should I order catering for a municipal congress?: Request an initial quote when the venue is booked and confirm the final order 5–7 days before the congress. Base it on the registration count, dietary requirements and the planned coffee or lunch breaks.
When should I test the equipment for a municipal congress?: Complete a full equipment test on the day before the event or at least 2 hours before the first session. Check the projector, screen, microphones, laptop, presentation clicker, HDMI cables and power connections with the actual presentations.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.