Sales Congress planning checklist

A Sales Congress involves more than booking a room and inviting attendees. You need to align the programme, speakers, registration process, catering numbers and audiovisual setup, then check every presentation and delivery before the first session. Start with the date and venue, confirm speakers early, and leave enough time to collect dietary requirements and presentation files. This checklist gives you a practical order for organising the congress, including the details that are often left until the last few days.

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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
Confirm speakers
2 people
Book catering
Reserve audiovisual equipment
Design invitation
Create the registration form
Send invitations
2 people
Collect speaker information
Request presentations
Process registrations
2 people
Collect dietary requirements
Send parking information
Design name badges
Finalize the program
2 people
Print name badges
2 people
Check participant list
Share catering numbers
Prepare a technical briefing
Collect materials
3 people
Do the shopping
3 people
Check presentations
2 people
Inform the speakers again

Event

Open venue
2 people
Receive deliveries
2 people
Set up registration desk
2 people
Set out the room layout
3 people
Set up tables and chairs
4 people
Set up the stage and podium table
3 people
Install the projector and screen
2 people
Connect microphones
2 people
Set up presentations
Prepare registration materials
2 people
Prepare coffee and tea
3 people
Set up lunch buffet
4 people
Chill drinks
2 people
Welcome speakers
2 people
Fully test technical setup
2 people
Staff the registration desk
3 people
Receive participants
3 people
Explain the program
Deliver the opening presentation
2 people
Guide speakers
2 people
Monitor the schedule
Provide technical support for presentations
2 people
Serve coffee break
3 people
Refill drinks
2 people
Serve lunch
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Collect participant questions
Handle the closing
2 people
See participants off
2 people
Collect tableware
3 people
Sort waste
2 people
Switch off equipment
2 people
Clear the hall
4 people
Lock up the venue
2 people

Aftercare

Move materials to storage
3 people
Wash dishes
3 people
Clean the room
3 people
Archive registration materials
Check borrowed items
2 people
Return equipment
2 people
Process leftover catering
2 people
Dispose of waste
2 people
Send thank-you message
Send presentations afterwards

What to bring

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

Furniture

Conference chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Bar stoolsqty 6
Coat racksqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4
Flip chartqty 2
Flipchart markersqty 12
Laser pointerqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Coffee spoonsqty 100
Serving plattersqty 12
Serving utensilsqty 12
Carafesqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8
Serving tongsqty 8

Decorations

Tableclothsqty 12
Stage backdrop
Name badge holdersqty 90
Directional signsqty 8
Program standsqty 6
Table number cardsqty 12

Lighting

LED light panelsqty 4
Mood lightingqty 4

Catering

Groceries
Food warmersqty 8
Coffee filtersqty 100
Drink dispensersqty 4
Buffet platesqty 8
Menusqty 12
Diet labelsqty 30
Serving apronsqty 6

Registration

Name badgesqty 90
Badge clipsqty 90
Program leafletsqty 90
Notepadsqty 90
Ballpoint pensqty 100
Registration formsqty 100
Presentation foldersqty 20
Table signsqty 12
Pen holdersqty 4

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 2
Rubber glovesqty 6
Toilet brushesqty 4
Towel rollsqty 8
Paper Tissuesqty 12

Safety

Cable matsqty 12
Warning signsqty 4
Flashlightsqty 4
Batteriesqty 24

Tips

Confirm the venue layout before ordering furniture. Allow space for conference chairs, tables, a registration desk, a speaker table, coat racks and clear sightlines to the projection screen.
Set a firm deadline for speaker information and presentations, ideally at least 7 days before the congress. Check every file on the event laptop rather than assuming an HDMI adapter or clicker will work.
Close registration numbers 3 to 5 days before the event and send the final total to catering. Use that same list to prepare name badges and identify dietary requirements before deliveries arrive.
Prepare a technical briefing for speakers and the AV team at least 1 day in advance. Test the projector, microphones, speakers, mixer, power strips, extension cords and presentation clicker together in the actual room.
Plan the arrival window separately from the programme start. Open the venue at least 90 minutes beforehand so you can receive deliveries, set up coffee and water glasses, check the registration desk and solve last-minute badge or presentation problems.

Frequently asked questions

How far in advance should I plan a Sales Congress?: Set the date and reserve the venue at least 3 to 6 months ahead, especially if the congress needs several speakers or specialist audiovisual equipment. Start invitations and registration once the programme and speakers are sufficiently confirmed.
When should I send Sales Congress invitations?: Send the first invitation 6 to 8 weeks before the event, with a clear registration deadline. Send parking information and any final programme changes about 5 to 7 days before the congress.
When should I confirm catering numbers for a Sales Congress?: Close or review registrations 3 to 5 days before the event and share the final attendee count with the caterer then. Include dietary requirements separately so suitable meals are ready at arrival rather than arranged during the break.
How early should the AV setup be tested?: Complete the full room test at least 1 day before the congress if possible, then repeat a short check 60 to 90 minutes before opening. Test the laptop, projector, screen, HDMI cables and adapters, microphones, speakers, mixer and clicker with the presentations you will actually use.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.