Research congress checklist: what to arrange and when

A research congress depends on many details landing in the right order: the programme, speakers, venue, registration, catering, audiovisual setup, posters, and printed materials. Start with the decisions that affect everything else, then move to attendee information and on-site preparation. This checklist includes practical points such as dietary requirements, presentation files, name badges, poster quantities, route signs, and the technical run sheet. Use it to keep the final week focused on checks rather than last-minute decisions.

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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

Finalize the program
2 people
Confirm speakers
2 people
Reserve venue
Book catering
2 people
Reserve audiovisual equipment
Send invitations
2 people
Open the registration form
Collect speaker information
2 people
Inventory research posters
2 people
Process registrations
2 people
Collect dietary requirements
Send parking information
Request presentations
Design name badges
Prepare program brochures
Design route signs
Set up poster area
2 people
Create technical run sheet
2 people
Brief volunteers
2 people
Confirm catering details
Check print files
2 people
Print program leaflets
2 people
Print name badges
2 people
Have posters printed
Collect presentations
Check the shopping list
2 people
Do the shopping
3 people
Sort materials
3 people
Open venue
2 people
Set out the room layout
4 people
Set up registration desk
2 people
Set up tables and chairs
4 people
Set up the stage table
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Test presentations
2 people
Hang posters
3 people
Place route signs
2 people
Prepare registration materials
2 people
Set up coffee station
3 people
Set up buffet
4 people
Chill drinks
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Hand out name badges
2 people
Serve welcome coffee
3 people
Guide the opening
2 people
Provide technical support for presentations
2 people
Guide speakers to the room
Refill drinks
2 people
Provide coffee break
3 people
Guide the poster round
3 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Collect tableware
3 people
Support the evening program
2 people
Collect questions from the audience
Handle the closing
2 people
See visitors out
3 people

Aftercare

Secure presentations
Switch off equipment
2 people
Remove posters
3 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
4 people
Pack up materials
3 people
Return borrowed items
2 people
Store leftover catering
2 people
Send thank-you message
Share presentations
Archive attendance list

What to bring

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

Furniture

Tablesqty 14
Chairsqty 90
Stage table
Registration deskqty 2
High tablesqty 8
Clothes racksqty 2
Waste binsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 8
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Laser pointerqty 2
Presentation clickersqty 2
Power banksqty 4

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Dinner platesqty 100
Dessert platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Coffee spoonsqty 100
Serving traysqty 8
Serving plattersqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Food warmersqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Measuring cupsqty 4
Ice packsqty 20

Decorations

Conference bannersqty 2
Tableclothsqty 14
Name badge holdersqty 90
Poster panelsqty 12
Poster clipsqty 48
Directional signsqty 12
Table numbersqty 14
Flower arrangementsqty 6

Lighting

Standing lampsqty 4
String lightsqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Finalise the programme before opening registration. Once the session order and speaker list are stable, you can prepare invitations, the registration form, programme brochures, and accurate name badges.
Set a firm deadline for speaker information and presentations, ideally 7–10 days before the congress. This gives you time to check files, request missing versions, and test slides on the event laptop and projector.
Count research posters before ordering print materials and setting up the poster area. Record the final quantity at least one week ahead so you can plan tables, display space, route signs, and the poster session layout.
Collect dietary requirements during registration and confirm the numbers with the caterer 3–5 days before the event. Also send parking information before arrival day; attendees should not have to find access details at the registration desk.
Build the technical run sheet around every session and test the projector, screen, microphones, speakers, HDMI adapters, extension cords, and power strips before doors open. Brief volunteers at least 60 minutes before registration starts, including who covers the registration desk and poster area.

Frequently asked questions

How far in advance should I organise a research congress?: Start planning at least 3–6 months ahead, especially if you need to reserve a venue, confirm speakers, book catering, and reserve audiovisual equipment. Open registration only after the programme and key logistics are sufficiently stable.
When should speakers submit their presentations?: Set the submission deadline 7–10 days before the congress. Ask for the final files early enough to check formatting, collect missing presentations, and load them onto the presentation laptop.
How many days before a research congress should I confirm catering?: Confirm final catering numbers and dietary requirements 3–5 days before the event. Keep the registration list available so late changes can be matched to the caterer’s quantities.
What should I check on the morning of a research congress?: Allow at least 60–90 minutes for setup and testing. Check the registration desk, name badges, programme leaflets, poster area, route signs, microphones, projector, screen, cables, power, catering tables, and waste bins before attendees arrive.

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.