Tourism Congress Planning Checklist

A tourism congress brings together speakers, delegates, suppliers and a detailed programme, so small gaps can affect the whole day. This checklist covers the planning sequence from setting the date and booking rooms to registration, catering, technical rehearsals and printed materials. Start with the venue and programme, then work outward to speakers, delegates and suppliers. In the final week, verify presentations, badges, dietary requirements, access information and every item needed at the registration desk.

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 date and program
2 people
Reserve the venue and rooms
2 people
Approach speakers
2 people
Confirm speaker schedule
2 people
Open the registration form
Send invitations
2 people
Publish the congress website
2 people
Collect speaker information
Request presentations
Process registrations
2 people
Collect dietary requirements
Send parking information
Order catering
2 people
Reserve technical supplier
Reserve photographer
Design badges
Prepare program brochures
Design route signs
Order print materials
Check presentations
2 people
Plan the technical rehearsal
2 people
Inform guest speakers
Create final participant list
2 people
Print name badges
2 people
Sort Registration Materials
2 people
Pick up groceries
2 people
Pick up venue keys
Mark the room layout
2 people
Deliver equipment
2 people
Set up the registration desk
2 people
Set up chairs and tables
4 people
Set up the stage and podium table
3 people
Set up the projection screen
2 people
Connect the sound system
2 people
Upload presentations
Test microphones
2 people
Test the lighting
2 people
Set up stage decorations
2 people
Hang up decorations
2 people
Place route signs
2 people
Lay out badges
2 people
Set up coffee station
2 people
Set up the lunch buffet
3 people
Set up speaker room

Event

Staff the registration desk
3 people
Receive participants
3 people
Lead the opening session
2 people
Announce the speakers
Provide technical support for presentations
2 people
Moderate the Q&A rounds
Serve coffee and tea
3 people
Refill drinks
2 people
Collect glasses and cups
2 people
Clear the break room
2 people
Facilitate a networking session
3 people
Moderate the panel discussion
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Clear tables
3 people
Guide the closing speaker
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Remove decorations
2 people
Collect tableware
3 people
Collect waste
3 people
Clean the rooms
4 people
Put furniture back
4 people
Check borrowed materials
2 people
Return equipment
2 people
Return rental items
2 people
Store leftover catering
2 people
Collect invoices and receipts
Send thank-you email
Follow up on presentations
Archive photos

What to bring

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

Furniture

Conference chairsqty 110
Tablesqty 18
Registration tablesqty 2
Buffet tablesqty 6
Bar stoolsqty 8
Speaker table
Stage sectionsqty 4
Coat racksqty 3
Waste binsqty 10

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 2
Presentation clickerqty 2
Wireless microphonesqty 4
Microphone standsqty 2
Mixer
Speakersqty 2
DI box
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Charging cablesqty 6
Cloakroom numbersqty 120

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Coffee spoonsqty 120
Tablespoonsqty 120
Forksqty 120
Knivesqty 120
Serving plattersqty 20
Serving tongsqty 12
Water jugsqty 12

Catering

Coffee machinesqty 3
Thermos flasksqty 8
Water dispensersqty 3
Coolersqty 4
Food warmersqty 8
Chafing dishesqty 8
Table runnersqty 18
Serving plattersqty 20
Groceries

Decorations

Congress bannersqty 3
Cocktail table coversqty 8
Flower arrangementsqty 8
Table name cardsqty 20
Directional signsqty 12
Name badge holdersqty 120
Lanyardsqty 120

Lighting

LED spotlightsqty 8
Standing lampsqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving spoonsqty 12
Kitchen tongsqty 8
Measuring cupsqty 3

Cleaning

Cleaning bucketsqty 4
Mopsqty 6
Broom setsqty 3
Vacuum cleaner
Microfiber clothsqty 20
Waste sorting binsqty 6

Tips

Set the date, programme and rooms before inviting speakers. Keep at least 2–3 weeks between the final programme confirmation and the congress so the website, invitations and printed brochures can be completed.
Open registration as soon as the core programme is stable, ideally 6–8 weeks before the congress. Collect dietary requirements in the form rather than chasing them individually later.
Confirm technical requirements with every speaker at least 7 days beforehand. Test the projector, screen, laptop, clicker, microphones, mixer, speakers and DI box during a rehearsal, and bring USB sticks plus charging cables as backup.
Create the final participant list 2–3 days before the event and print name badges after the last practical changes. Sort registration materials by alphabetical order or registration type so each check-in takes less than a minute.
Send parking and route information no later than 3 days before arrival, and place route signs on site before registration opens. Check that the registration tables, coat racks, waste bins and buffet tables are positioned before suppliers and delegates arrive.

Frequently asked questions

How far in advance should I organise a tourism congress?: Start planning 6–12 months ahead if the congress needs a venue, guest speakers and several rooms. Lock the date and venue first, then open registration around 6–8 weeks before the event.
When should speakers confirm their presentations?: Ask speakers to confirm their schedule as soon as they accept, and request final presentations at least 7 days before the congress. Check every file during the technical rehearsal rather than waiting until the morning itself.
When should I order catering for a tourism congress?: Place the catering order once registration numbers and dietary requirements are reliable, usually 2–3 weeks before the congress. Send the final participant count and dietary updates to the caterer 3–5 days before the event.
What technical equipment is needed for a tourism congress?: Allow for a projector, projection screen, laptop, presentation clicker, wireless microphones, microphone stands, mixer and speakers. Check extension cords, power strips, USB sticks and charging cables at least 1 day before the event.

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.