Scientific congress checklist and planning guide

A scientific congress depends on hundreds of small handovers: speakers need clear deadlines, abstracts need time for review, and registration data must reach catering and badge printing. Start with the venue, theme and programme, then work towards invitations, submissions and on-site delivery. This checklist covers the practical sequence, including presentation checks, parking information, route signs and the equipment speakers need. Use it to see what must be confirmed early and what can wait until the final week.

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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

Reserve venue
Define the congress theme
3 people
Create the program
2 people
Approach speakers
2 people
Confirm speakers
2 people
Create the abstract format
Collect abstracts
2 people
Review abstracts
4 people
Select presentations
3 people
Publish the program
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Provide dietary requirements
Make name badges
2 people
Print participant list
Send speaker information
Collect presentations
Check presentations
2 people
Book catering
Reserve equipment
Create parking information
Make route signs
2 people
Print the run sheet
Collect materials
2 people
Set up registration desk
2 people
Set out the room layout
3 people
Set up tables
3 people
Set up chairs
3 people
Place the stage table
2 people
Connect the projector
2 people
Connect microphones
2 people
Test presentations
2 people
Test Wi‑Fi
Set up the poster area
2 people
Lay out name badges
2 people
Lay out information materials
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set up lunch buffet
3 people

Event

Staff the registration desk
3 people
Register participants
3 people
Hand out name badges
2 people
Welcome speakers
2 people
Guide the opening
2 people
Facilitate sessions
3 people
Start presentations
Keep track of time
2 people
Moderate audience Q&A
2 people
Serve coffee break
3 people
Refill drinks
2 people
Serve lunch buffet
4 people
Serve diet meals
2 people
Guide poster sessions
2 people
Lead the evening session
2 people
Handle the closing
2 people
See participants off
2 people

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clear the hall
4 people
Put furniture back
4 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Archive participant list
Archive presentations
Send thank-you email
Send certificates
Share photos and materials

What to bring

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

Furniture

Congress tablesqty 12
Chairsqty 110
Registration tablesqty 2
Stage table
Speaker chairsqty 6
Poster boardsqty 20
Coat racksqty 2

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving boardsqty 8

Equipment

Projector
Projection screen
Laptopqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Wi-Fi router
Power banksqty 4

Office

Name badge holdersqty 110
Lanyardsqty 110
Congress foldersqty 110
Notepadsqty 110
Ballpoint pensqty 130
Paper cutter
Staplersqty 2
Rolls of tapeqty 6
Writing boardsqty 4
Whiteboard markersqty 12

Decorations

Directional signsqty 12
Program postersqty 8
Poster clipsqty 80
Tableclothsqty 14
Speaker signsqty 6

Lighting

Desk lampsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Buffet warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Pouring jugsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 2
Mop setsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the venue, congress theme and draft programme before approaching speakers. Allow at least 8–12 weeks for invitations, confirmations and programme changes before you publish the final schedule.
Give abstract authors one clear format and deadline, then leave at least 2 weeks to collect, review and select presentations. Publishing the programme before the review is complete creates avoidable rework.
Close registration details at least 7 days before the congress so dietary requirements can be passed to catering and participant names can be printed on badges. Keep a short process for late registrations at the registration desk.
Request final presentation files from speakers 24–48 hours before their session, then test every file on the event laptop and projector. Check microphones, the clicker, power strips, extension cords and Wi-Fi rather than discovering a problem during the opening session.
Prepare the arrival flow before event day: print the participant list, set up registration tables, place badge holders and lanyards, and install route signs from the entrance to the room. Add parking information to the final participant message at least 3 days in advance.

Frequently asked questions

How far in advance should I organise a scientific congress?: Start venue selection and the congress theme 6–12 months ahead. Aim to confirm the programme and speakers at least 8 weeks before the event, leaving the final weeks for registration, catering and technical checks.
When should abstracts be submitted for a scientific congress?: Set the abstract deadline at least 8–10 weeks before the congress. Reserve about 2 weeks for collection and review, then allow time to select presentations and publish the programme.
When should registration close for a scientific congress?: Close standard registration around 7 days before the congress. This gives you time to process names, dietary requirements, participant lists and badges while still allowing a controlled late-registration option.
What should I check the day before a scientific congress?: Test the projector, screen, laptop, microphones, speakers, clicker, power connections and Wi-Fi the day before. Also prepare the registration tables, badges, route signs and a printed run sheet so the opening team can start without setup decisions.

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.