Retail Congress planning checklist

A Retail Congress depends on many linked deadlines: the venue must fit the programme, speakers need clear technical instructions, and registration data must reach catering and badge printing on time. Start with the date, venue and schedule, then move through speakers, invitations, registration and production. In the final week, check presentations, deliveries, signage, furniture and equipment together rather than separately. This checklist gives you the full planning sequence, including details that are easy to leave until the last day.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Set the conference date and venue
2 people
Draw up the program and schedule
2 people
Contact speakers and the host
2 people
Confirm speakers final
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Collect presentations
Check presentations technically
2 people
Design name badges
Print name badges
Print program leaflets
Print signage
Book catering
2 people
Coordinate the lunch menu
2 people
Reserve technical equipment
2 people
Reserve furniture
Send parking information
Send reminder to participants
Finalize the participant list
2 people
Confirm deliveries
Do the shopping
2 people
Chill drinks
2 people
Prepare registration table
2 people
Set out the room layout
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect the microphones and speakers
2 people
Connect the presentation laptop
Run a technical test
2 people
Hang up signage
2 people
Hang up decorations
2 people
Set up coffee stations
2 people
Set up lunch buffet
3 people
Lay out registration materials
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome coffee
3 people
Lead opening speech
2 people
Technically support presentations
2 people
Manage microphones
Moderate the Q&A
2 people
Serve coffee break
4 people
Refill drinks
2 people
Guide speakers
2 people
Keep the break room tidy
2 people
Set up the networking drinks reception
3 people
Serve snacks
4 people
Set up the dinner buffet
4 people
Serve dinner buffet
5 people
Collect tableware and glassware
3 people
Support the evening program
2 people
See off guests and manage departure
3 people

Aftercare

Secure presentations and equipment
2 people
Dismantle furniture
4 people
Disconnect technical equipment
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Remove decorations
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftovers
2 people
Send a thank-you gift to participants
Send speaker thank-you note

What to bring

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

Furniture

Conference chairsqty 120
Foldable tablesqty 16
Registration deskqty 2
Speaker table
Lectern
Stage sectionsqty 4
Coat racksqty 4
Waste binsqty 10

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 120
Platesqty 150
Dessert platesqty 120
Cutlery setsqty 150
Coffee spoonsqty 120
Serving utensilsqty 20

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
HDMI cablesqty 4
HDMI adaptersqty 4
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Power banksqty 4

Decorations

Congress bannersqty 4
Table runnersqty 16
Flower arrangementsqty 8
Name badge holdersqty 120
Wristbandsqty 120
Directional arrowsqty 12
Adhesive stripsqty 4

Lighting

LED floor lampsqty 6
Mood lightingqty 4

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 10
Coolersqty 6
Serving plattersqty 20
Serving trays with lidsqty 10
Bread basketsqty 8
Pliersqty 12
Pitchersqty 12
Ice containersqty 4

Cleaning

Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Microfiber clothsqty 20
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and venue before confirming speakers or opening registration. Once the programme is stable, allow at least 6–8 weeks to invite attendees, collect speaker details and arrange production.
Close registration early enough to use the final participant list for catering, name badges and seating. A practical cut-off is 3–5 working days before the congress; after that, handle changes manually.
Ask speakers for presentations at least 5 working days before the event and run every file on the presentation laptop. Check fonts, videos, aspect ratio and HDMI adapters before the first session.
Treat technical setup as a timed rehearsal, not just a delivery. Test the projector, screen, microphones, mixer, speakers, power strips, extension cords and cable trays together before guests arrive.
Plan the final delivery and refreshment check for the day before. Confirm furniture, signage, printed programmes, badges, tableware and chilled drinks, then keep power banks and spare cables at the registration desk.

Frequently asked questions

How far in advance should I plan a Retail Congress?: Start the main planning at least 8–12 weeks before the event. Set the venue and programme first, then allow time for speaker confirmation, invitations, registration, catering and equipment reservations.
When should I send Retail Congress invitations?: Send the first invitations once the date, venue and core programme are confirmed, ideally 6–8 weeks in advance. Send a reminder 7–10 days before the congress with parking, arrival and schedule information.
When should I collect dietary requirements for a Retail Congress?: Collect dietary requirements through the registration form and close the main count 3–5 working days before the event. Send the final number to the caterer when you confirm the participant list.
How early should speakers submit their presentations?: Request final presentations at least 5 working days before the congress and complete the technical check no later than the day before. Keep the approved files on the presentation laptops and bring the required HDMI adapters.

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.