Nursing congress checklist: what to arrange and when

A nursing congress depends on more than a strong programme. You need confirmed speakers, accurate registration numbers, accreditation details, working presentation equipment and clear information for participants. Start with the venue, theme and speakers, then move to registration and catering. In the final week, check every presentation, print badges and route maps, and inspect the rooms. This checklist keeps the planning sequence visible so small details do not become last-minute problems.

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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 program and theme
2 people
Book the conference venue
Approach speakers
2 people
Confirm speakers final
Book catering
Reserve audiovisual equipment
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Answer participants' questions
Collect accreditation details
Request presentations
Finalize the program
2 people
Design name badges
Print programs and route maps
2 people
Print name badges
2 people
Check presentations
2 people
Confirm catering numbers
Send speaker information
Print participant list
Collect materials and badges
2 people
Pick up groceries
2 people
Chill drinks
2 people
Inspect venue and rooms
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Sort name tags
2 people
Lay out the programs
2 people
Set up speaker room
2 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Test microphones and speakers
2 people
Load presentations onto the conference laptop
Check Wi-Fi and charging points
Prepare coffee and tea
3 people
Set up lunch buffet
4 people
Label diet meals
2 people

Event

Staff the reception desk
3 people
Register participants
3 people
Hand out badges and programs
2 people
Serve coffee and tea
3 people
Guide the opening presentation
2 people
Welcome speakers
2 people
Guide speakers to the room
Provide technical support for presentations
2 people
Monitor time and schedule
Collect questions from the audience
2 people
Refill drinks
2 people
Set up coffee break
3 people
Serve coffee break
3 people
Clear up after the coffee break
2 people
Open the lunch buffet
3 people
Replenish lunch buffet
3 people
Serve diet meals
2 people
Clear buffet and tables
3 people
Support the evening program
2 people
Pass around the microphones
Refill drinks during the break
2 people
Lead the closing and thank-you speech
Escort participants to the exit
2 people

Aftercare

Shut down presentations and equipment
2 people
Collect name badges and programs
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
4 people
Put tables and chairs back
4 people
Hand over the venue
2 people
Return equipment
2 people
Clear away leftover materials
2 people
Archive participant list
Send attendance certificates
Send a thank-you message to the speakers
Sort invoices and receipts

What to bring

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

Furniture

Conference chairsqty 110
Visitor tablesqty 12
Registration tablesqty 2
Speaker table
Stoolsqty 4
Lectern
Clothes racksqty 2
Waste binsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Coffee potsqty 8
Water jugsqty 12

Equipment

Presentation laptop
Spare laptop
Projector
Projection screen
Wireless microphonesqty 3
Speakersqty 2
Audio mixer
Presentation clickerqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 8
Power stripsqty 8
Mobile chargersqty 4
Laptop stand
Flip chartsqty 3
Flipchart markersqty 12
Laser pointerqty 2

Decorations

Name badge holdersqty 110
Name badge clipsqty 110
Congress bannersqty 3
Wayfinding signsqty 8
Tableclothsqty 14
Flower arrangementsqty 6
Speaker signsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 10
Serving spoonsqty 8
Thermos flasksqty 10

Cleaning

Cleaning bucketsqty 4
Cleaning clothsqty 20
Broom and dustpanqty 2
Mopsqty 2
Glovesqty 12
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm speakers before publishing the registration form, and request their presentations early enough to test every file on the presentation laptop and a spare laptop.
Close registration numbers and dietary requirements several days before the congress. Use the final count to confirm catering, chairs, tables, coffee cups, water glasses and serving equipment.
Treat accreditation as a separate deadline: collect each participant’s accreditation details before printing the participant list or preparing certificates and attendance records.
Test the full AV setup in the actual room, including the projector, screen, wireless microphones, speakers, audio mixer, HDMI adapters, extension cords and power strips. Keep a spare laptop and presentation clicker ready.
Prepare the registration area before doors open: set out registration tables, printed participant lists, name badges and route maps, and allow at least 30 minutes for a final room and signage check.

Frequently asked questions

How far in advance should I start planning a nursing congress?: Start at least 6 months before the congress for the venue, theme and first speaker invitations. Begin registration and participant communication once the programme framework and main speakers are confirmed.
When should catering numbers be confirmed for a nursing congress?: Confirm final catering numbers 3 to 5 working days before the event, after registrations and dietary requirements have been checked. Include speakers, staff and volunteers in the count.
How many microphones are needed for a nursing congress?: Plan at least one microphone for the lectern and one wireless microphone for audience questions or panel speakers. Test all microphones in the room on the day before, or several hours before guests arrive.
When should presentations be collected for a nursing congress?: Ask speakers to submit presentations at least 5 working days in advance. Review them on the presentation laptop, check fonts and videos, and copy the final files to a spare laptop before the event.

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.