Political Science Congress Checklist

A political science congress depends on careful coordination between the programme, speakers, delegates and venue team. Start by fixing the theme, schedule and venue, then allow enough time for invitations, registration and speaker information. In the final week, check every presentation, print the programme and participant list, and confirm catering and dietary requirements. On the day, open the venue early enough to unload equipment, arrange seating, set up registration and test the microphones, projector and presentation laptop.

Use this plan

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the program and theme
3 people
Reserve venue
Invite speakers
2 people
Confirm host
Create the registration form
Send invitations
2 people
Publish social media post
Collect speaker information
2 people
Process registrations
2 people
Collect dietary requirements
Reserve equipment
Order catering
Design name badges
Print the program
Collect presentations
2 people
Check presentations
2 people
Print participant list
Do the shopping
2 people
Collect materials
2 people

Event

Open venue
2 people
Unload equipment
3 people
Set up chairs and tables
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up stage and lectern
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Test sound system
2 people
Load presentations onto laptop
2 people
Check Wi-Fi and power
Set out coffee and tea
2 people
Set up lunch buffet
3 people
Welcome speakers
2 people
Give a speaker briefing
2 people
Brief the registration team
Register participants
4 people
Distribute program
2 people
Serve coffee and tea
2 people
Open the congress
Support the keynote
2 people
Collect questions from the audience
2 people
Refill break drinks
2 people
Restock break snacks
2 people
Open parallel sessions
4 people
Support parallel sessions
5 people
Operate technology during sessions
2 people
Receive panelists
2 people
Moderate panel discussion
2 people
Set up the dinner buffet
3 people
Serve dinner buffet
4 people
Refill drinks
2 people
Clear away dishes and trash
3 people
Support the evening lecture
2 people
Lead the closing debate
2 people
Handle thank-you moment
2 people
Check out participants
2 people

Aftercare

Switch off the equipment
2 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the rooms
3 people
Pack registration materials
2 people
Check borrowed materials
2 people
Return equipment
2 people
Return venue keys
Send thank-you emails
Share presentations with participants

What to bring

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

Furniture

Chairsqty 120
Tablesqty 18
Speaker table
Stage sectionsqty 4
Coat racksqty 3

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
Wireless microphonesqty 4
Microphone standsqty 2
Audio mixer
Speakersqty 4
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 4
Presentation clickersqty 3
Flip chartsqty 4
Flipchart markersqty 24

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Cutlery setsqty 120
Serving plattersqty 16
Coffee potsqty 8
Teapotsqty 4

Kitchen

Coolersqty 4
Thermos flasksqty 8
Water carafesqty 12
Serving tongsqty 12
Cutting boardsqty 4
Knivesqty 6

Decorations

Name badgesqty 120
Tableclothsqty 18
Congress bannersqty 3
Directional signsqty 12
Program boardsqty 4
Pen casesqty 12

Catering

Groceries

Cleaning

Waste binsqty 8
Recycling binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning glovesqty 6

Registration

Registration deskqty 2
Clipboardsqty 8
Ballpoint pensqty 150
Badge holdersqty 120
Wristbandsqty 120
Notepadsqty 120
Envelopesqty 150
Name stickersqty 150

Tips

Set the programme and theme before inviting speakers. Confirm the host, session format and speaking times early so the registration form and invitations contain firm information.
Collect speaker details and presentations at least 7 days before the congress. Check every file on the presentation laptop and keep a backup copy in case a speaker arrives with a different format.
Close registration and send dietary information to the caterer no later than 3 days before the event. Plan coffee, tea and water for every break, and keep serving equipment ready before delegates arrive.
Prepare name badges, the printed programme and the participant list at least 1 day in advance. Sort badges alphabetically and place them at the registration desk so arrivals do not form a long queue.
Allow at least 2 hours for venue setup on the day. Arrange chairs, tables, stage sections, lectern and coat racks first, then connect the projector, screens, microphones, audio mixer, speakers and power strips before testing the programme.

Frequently asked questions

How far in advance should I organise a political science congress?: Start planning at least 12 weeks ahead if the congress includes several speakers and a formal programme. Reserve the venue first, then allow 8 to 10 weeks for invitations, registration and speaker confirmations.
When should speakers send their presentations?: Set the deadline for 7 days before the congress. Check the files within 2 days of receiving them and test the final versions on the event laptop before doors open.
How early should I arrive to set up a political science congress?: Arrive at least 2 hours before registration opens. This gives you time to unload equipment, arrange seating, set up the registration desk and test projection and sound without delegates waiting.
How many microphones are needed for a political science congress?: Plan at least 1 microphone for the host and 1 for each active speaker position, plus a handheld microphone for audience questions. Test every wireless microphone 30 minutes before the first session.

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.