Pharmaceutical congress checklist

A pharmaceutical congress depends on more than a confirmed venue and a strong programme. You need a clear sequence for speakers, registrations, presentations, catering, room setup and technical checks. Start with the date, programme and venue, then move to invitations and registration before collecting the information needed for badges, catering and presentations. In the final week, confirm numbers, deliveries, parking details and equipment. Use this checklist to keep the planning work visible from the first booking through opening the doors.

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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
Confirm speakers
2 people
Reserve venue
Book catering
Reserve equipment
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Collect speaker information
Collect presentations
Process registrations
2 people
Collect dietary requirements
Make name badges
2 people
Check participant list
2 people
Confirm catering numbers
Send parking information
Print the program
2 people
Do the shopping
2 people
Chill drinks
2 people
Set up presentations
2 people
Open venue
2 people
Receive deliveries
2 people
Set out the room layout
3 people
Set up chairs
4 people
Set up the registration table
2 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Test presentations
2 people
Test Wi-Fi and equipment
2 people
Set up the catering buffet
3 people
Set out coffee and tea
2 people
Display badges and programs
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome drinks
3 people
Deliver the opening presentation
2 people
Monitor the schedule
Guide speakers
2 people
Provide technical support for presentations
2 people
Serve coffee break
4 people
Refill drinks
2 people
Restock the buffet
3 people
Serve dinner
5 people
Serve diet meals
2 people
Operate the questions microphone
Keep break rooms clean
2 people
Serve the closing drinks
4 people
See participants off
2 people

Aftercare

Chill leftovers safely
2 people
Collect tableware
3 people
Collect waste
3 people
Dismantle furniture
4 people
Switch off the equipment
2 people
Clean the room
4 people
Check toilets
2 people
Hand over the venue
2 people
Return equipment
2 people
Return furniture
2 people
Check invoices
Send thank-you message
Follow up on presentations

What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 12
Registration tablesqty 2
Speaker table
Stage sectionsqty 4
Lectern
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
Presentation clickerqty 2
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
USB sticksqty 4
Wi-Fi hotspot
Mobile chargersqty 4

Tableware

Water glassesqty 140
Coffee cupsqty 140
Dinner platesqty 140
Dessert platesqty 140
Cutlery setsqty 140
Coffee spoonsqty 140
Serving traysqty 12
Coffee potsqty 6
Teapotsqty 4

Kitchen

Coolersqty 6
Thermos flasksqty 8
Serving spoonsqty 12
Scissorsqty 4
Corkscrewqty 2
Bottle openersqty 3

Decorations

Congress bannerqty 2
Tableclothqty 14
Name card holdersqty 6
Directional signsqty 12

Lighting

Standing lampsqty 4

Registration

Name badge holdersqty 120
Badge clipsqty 120
Pensqty 40
Clipboard foldersqty 6
Printer paperqty 2
Program foldersqty 120
Notepadsqty 120
Arrow stickersqty 30

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Allow at least 8–12 weeks for speaker confirmations, registration, catering and presentation collection.
Close speaker and presentation details at least 7 days before the congress. This gives you time to check every laptop, projector, screen, clicker, microphone and HDMI cable.
Keep registration data in one final list. Confirm dietary requirements and catering numbers 3–5 days before the event, then prepare name badges and print the programme.
Plan the room setup on paper before deliveries arrive. Mark the positions of conference chairs, tables, the lectern, stage sections, registration table and coat racks.
Test the full presentation setup before participants arrive, including microphones, mixer, speakers, Wi-Fi hotspot, power strips and extension cords. Keep USB sticks and mobile chargers available as backups.

Frequently asked questions

How far in advance should I plan a pharmaceutical congress?: Start planning at least 8–12 weeks before the event. Set the date and programme first, then secure the venue, speakers, catering and technical equipment before opening registration.
When should pharmaceutical congress invitations be sent?: Send invitations as soon as the date, venue and core programme are confirmed, preferably 6–8 weeks before the congress. Keep registration open long enough to build a reliable participant list and collect dietary requirements.
When should I collect presentations from congress speakers?: Set the presentation deadline 7 days before the event. Use the remaining week to check file formats, load presentations onto the event laptops and test them with the projector and clicker.
How do I prepare the room for a pharmaceutical congress?: Complete the room layout and technical setup at least 2 hours before opening the venue. Set out chairs and tables, prepare the registration table, test sound and projection, and leave time to receive deliveries and chill drinks.

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.