Real Estate Congress planning checklist

A Real Estate Congress involves more than booking a venue and confirming speakers. You need a clear program, reliable registration process, accurate catering numbers, and presentation files checked before attendees arrive. This checklist follows the work from setting the date through room setup, so deadlines do not get lost between teams. It also covers practical details such as name badges, parking information, microphones, projection equipment, seating, catering service, and materials at the venue.

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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 venue
Book catering
Confirm speakers
2 people
Collect presentations
Design invitations
Send invitations
2 people
Open the registration form
Publish the program online
Send parking information
Process registrations
2 people
Collect dietary requirements
Check name tag details
Send speaker information
Share catering numbers
Print name badges
Print program leaflets
Check presentations technically
2 people
Check the shopping list
Do the shopping
2 people
Sort name tags
Bring materials to the venue
2 people
Check venue and rooms
2 people
Set up chairs
4 people
Set up tables
3 people
Set up registration desk
2 people
Set up the stage table
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Load presentations onto laptop
Test the presentation screen
2 people
Test microphones
2 people
Set up the reception desk
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
3 people
Set up signage
2 people

Event

Welcome speakers
2 people
Staff the registration desk
3 people
Welcome visitors
3 people
Hand out program brochures
2 people
Guide the opening presentation
2 people
Provide technical support for speakers
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Collect questions from the audience
Serve diet meals
2 people
Restock the buffet
3 people
Collect tableware
2 people
Restock the coffee station
2 people
Lead the closing
2 people
Wave goodbye to visitors
3 people

Aftercare

Store leftovers refrigerated
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the rooms
3 people
Clean the restrooms
2 people
Inventory materials
2 people
Distribute leftover catering
2 people
Return rental items
2 people
Return venue keys
Archive participant list
Send thank-you messages

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration tablesqty 2
Stage table
High tablesqty 8
Tableclothsqty 16

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 12
Serving spoonsqty 8
Buffet tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Aluminum foilqty 2

Decorations

Name badge holdersqty 110
Directional signsqty 10
Table signsqty 14
Flower arrangementsqty 8
Speaker signsqty 6

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 10
Cleaning cartsqty 2
Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3

Catering

Groceries

Tips

Set the date, program, and venue before opening registration. Attendees need the core details before invitations go out, while speakers need enough lead time to confirm their participation.
Open registration as soon as the invitation and online program are ready. Collect dietary requirements during registration and use the final numbers to brief catering before the event.
Set a firm deadline for presentation files rather than waiting until the day before. Check every presentation on the event laptop and projector, including HDMI adapters, embedded video, fonts, and slide-clicker control.
Prepare registration materials in advance by checking name tag details, printing badges and program leaflets, and sorting badges alphabetically. Keep the registration tables, pens, and power banks together for arrival.
Treat venue setup as a timed handover. Check the rooms first, then arrange chairs, tables, stage furniture, tablecloths, microphones, speakers, projection equipment, extension cords, and power strips before catering is placed.

Frequently asked questions

How far in advance should I plan a Real Estate Congress?: Set the date, reserve the venue, and shape the program several months before the congress. Confirm speakers and open registration early enough to give attendees at least 4 to 6 weeks to respond.
When should I send Real Estate Congress invitations?: Send invitations once the date, venue, core program, and registration form are ready. A practical deadline is 4 to 6 weeks before the event, followed by a reminder about 2 weeks before it.
When should I collect dietary requirements for a Real Estate Congress?: Ask for dietary requirements in the registration form from the start. Freeze the catering numbers and dietary summary around 5 to 7 days before the congress, then keep a small buffer for late changes.
How early should the venue be set up for a Real Estate Congress?: Allow at least 2 to 3 hours for room checks, seating, tables, registration, AV equipment, and presentation testing. Finish the technical check before speakers or attendees need to enter the room.

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.