Regional congress checklist and planning timeline

A regional congress depends on many details arriving at the right time: speakers need a clear briefing, registrations must produce reliable catering numbers, and presentations need testing before guests arrive. Start with the date, programme and venue, then work through invitations, registration, catering, equipment and printed materials. This checklist keeps the work in sequence, including the small items that are often left until the last day, such as dietary information, name badges, cables and presentation backups.

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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
Invite speakers
2 people
Publish the program
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Ask about technical requirements
Collect speaker information
2 people
Book catering
Reserve equipment
Design badges
Prepare program brochures
Create signage
Update participant list
2 people
Collect presentations
Confirm catering numbers
Send speaker briefing
Print name badges
2 people
Print the program booklets
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Put presentations on USB
Open venue
2 people
Check the Venue
2 people
Set up the reception table
2 people
Set up tables and chairs
4 people
Set up the speaker podium
2 people
Connect the projector
2 people
Test microphones
2 people
Test presentations
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Lay Out Badges and Brochures
2 people
Hang up signage
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Hand out badges
3 people
Serve coffee and tea
3 people
Guide the opening
2 people
Announce the speakers
Monitor time per session
Pass around the microphone
Provide technical support
2 people
Set up coffee break
3 people
Refill drinks
2 people
Clear used dishes
2 people
Serve lunch buffet
4 people
Serve diet meals
2 people
Refill buffet
3 people
Clear away dishes
3 people
Lead the evening session
2 people
Facilitate Q&A
2 people
Handle the closing
2 people
Guide visitors to the exit
2 people

Aftercare

Switch off the equipment
2 people
Pack leftovers
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Remove signage
2 people
Inventory materials
2 people
Lock up the venue
2 people
Return equipment
Return furniture
2 people
Store leftover materials
2 people
Send a thank-you gift to participants
Follow up on presentations

What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 14
Registration tablesqty 2
Speaker lectern
Buffet tablesqty 4
Coat racksqty 3

Tableware

Coffee cupsqty 120
Water glassesqty 120
Wine glassesqty 120
Dinner platesqty 120
Dessert platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone stand
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
USB sticksqty 3
Presentation clickerqty 2
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving traysqty 8
Serving plattersqty 12
Pliersqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Aluminum foilqty 3

Decorations

Tableclothsqty 14
Name badgesqty 120
Badge holdersqty 120
Program boardsqty 6
Route arrowsqty 12
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 12
Ballpoint pensqty 120
Notepadsqty 120
Wristbandsqty 120

Lighting

Standing lampsqty 4
LED light stringsqty 4

Cleaning

Waste binsqty 8
Hand soap dispensersqty 4
Towel dispensersqty 4
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Washing-up bowlsqty 2

Catering

Groceries

Tips

Set the date, programme and venue before opening registration. Allow at least 8–12 weeks for a regional congress so speakers, catering and equipment can be confirmed without rushing.
Open registration only after the programme and practical information are ready. Set a clear deadline for dietary requirements, ideally 10–14 days before the congress, so the caterer has usable numbers.
Ask every speaker for presentation files and technical requirements at least 7 days in advance. Put the final presentations on a USB stick and keep a second copy on the event laptop.
Check audiovisual equipment in the room before attendees arrive: test the projector, screen, microphones, speakers, mixer, HDMI cables, extension cords and power strips during a 30–60 minute run-through.
Prepare printed materials at least 2 days before the event. Compare the participant list with the name badges, programme booklets and signage, then keep spare badges and pens at the registration tables.

Frequently asked questions

How far in advance should I plan a regional congress?: Start planning 8–12 weeks before the congress. Use the first weeks for the date, programme, venue and speakers, then leave the final 2 weeks for registration numbers, catering, printing and technical checks.
When should regional congress invitations be sent?: Send the first invitations 6–8 weeks before the event, once the venue and core programme are confirmed. Send a reminder 10–14 days before registration closes or before the congress, depending on your response deadline.
When should I confirm catering numbers for a regional congress?: Confirm the final catering numbers 7–10 days before the congress. Base them on processed registrations and include collected dietary requirements, rather than estimating from the number of invitations sent.
What AV equipment should a regional congress checklist include?: Allow at least 30–60 minutes for an on-site test of the projector, projection screen, laptop, wireless microphones, speakers, mixer, HDMI cables, extension cords and power strips. Keep presentations on a USB stick as a backup.

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.