Trade Union Congress Planning Checklist

A trade union congress needs a clear sequence: secure the date and venue first, then build the programme, confirm speakers and open registration. In the final weeks, participant numbers, dietary requirements, presentations and printed materials become the main risks. Use this checklist to keep those details on schedule, from booking catering and technical support to preparing name badges, handouts and directions. It also helps you check the room setup and equipment before delegates arrive.

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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

Confirm conference date
Reserve venue
Book catering
Reserve technical support
Invite speakers
2 people
Compile program
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Request presentations
Check participant list
2 people
Design name badges
Order conference badges
Prepare handouts
2 people
Print the program
Send directions
Share catering numbers
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Fill in name badges
3 people
Check presentations
2 people
Sort handouts
2 people
Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Set up registration desk
2 people
Set up the stage table
2 people
Connect the projector
2 people
Set up the screen
2 people
Test microphones
2 people
Set up presentations
Check the lighting
Hang up signage
2 people
Lay out name badges
2 people
Lay out handouts
2 people
Prepare coffee and tea
3 people
Set up lunch buffet
4 people
Chill drinks
2 people
Brief the registration team
2 people
Welcome speakers
2 people

Event

Register participants
4 people
Distribute program
2 people
Take coats
2 people
Lead the opening session
2 people
Provide technical support for speakers
2 people
Monitor the schedule
Collect questions from the audience
2 people
Serve coffee break
4 people
Refill drinks
2 people
Collect trash during the break
2 people
Serve lunch buffet
5 people
Serve diet meals
2 people
Restock the buffet
3 people
Collect used dishes
3 people
Lead the evening session
2 people
Supervise voting with ballots
3 people
Lead the closing speech
Restock drinks for drinks reception
2 people
Serve snacks
3 people
See guests out
3 people

Aftercare

Collect materials
4 people
Switch off equipment
2 people
Wash dishes
4 people
Sort waste
3 people
Clear the hall
5 people
Clean the room
3 people
Put furniture back
4 people
Return venue keys
Return rented equipment
2 people
Store leftover catering
2 people
Archive name badges
Archive participant list
Store photo and video material
Collect invoices and receipts
Send thank-you messages

What to bring

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

Furniture

Tablesqty 14
Chairsqty 110
Registration desk
Coat racksqty 4
Stoolsqty 6
Table linenqty 14
Stage table

Tableware

Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Platesqty 120
Dessert platesqty 120
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 16
Serving utensilsqty 12
Coffee potqty 6
Teapotsqty 4
Water jugsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 8
HDMI cablesqty 3
Presentation clickerqty 2
USB sticksqty 3
Charging cablesqty 6
Coolersqty 4
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Lightingqty 6
Wall clocksqty 3

Decorations

Congress bannersqty 3
Directional signsqty 12
Table signsqty 14
Table décorqty 14
Speaker signsqty 8
Flagsqty 4
Flagpolesqty 4

Office

Name badgesqty 120
Lanyardsqty 120
Programsqty 120
Handoutsqty 120
Notepadsqty 120
Ballpoint pensqty 140
Ballotsqty 120
Ballot boxesqty 3
Flip chartqty 2
Flip chart paperqty 6
Markersqty 12
Tapeqty 6
Writing clipboardsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 3
Serving plattersqty 14
Serving trays with lidsqty 8
Bread basketsqty 8
Small bowlsqty 16
Pliersqty 10
Measuring cupsqty 3
Kitchen glovesqty 6
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 12

Cleaning

Waste binsqty 8
Trash bag holdersqty 4
Cleaning cart
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

Cable matsqty 8
Non-slip matsqty 6
Flashlightsqty 4

Catering

Groceries

Tips

Confirm the venue, catering and technical support before sending invitations. Your programme and registration form depend on knowing the room layout, available tables, chairs, registration desk and presentation equipment.
Request speaker details and presentations by a fixed deadline, ideally at least 7 days before the congress. This gives you time to check the programme, test files on the laptop and resolve missing slides or unsuitable formats.
Close or review registrations several days before the event and share the final catering numbers promptly. Count dietary requirements separately, then prepare the participant list and fill in name badges before registration opens.
Print the programme, directions and handouts no later than the day before the congress. Sort handouts in programme order and keep a small spare stack at the registration desk for late or replacement copies.
Test the projector, screen, laptop, microphones, speakers, mixer and HDMI cables before delegates arrive. Check every extension cord and power strip, and keep a simple backup plan for a presentation that will not display.

Frequently asked questions

How far in advance should I organise a trade union congress?: Start planning at least 8 to 12 weeks ahead. Book the venue, catering and technical support first, then allow several weeks for speaker confirmations, invitations and registrations.
When should I send invitations for a trade union congress?: Send invitations around 6 weeks before the congress, once the date, venue and initial programme are confirmed. Set a registration deadline 7 to 10 days before the event so catering numbers and dietary requirements can be finalised.
When should presentations be submitted for a trade union congress?: Ask speakers to submit presentations at least 7 days before the congress. Review every file and test it on the event laptop before printing the final programme or preparing the technical setup.
How many name badges and handouts should I prepare?: Prepare one badge and one core handout set per confirmed participant, plus about 5 to 10% extra for late registrations, damaged copies and speakers. Finalise the participant list before filling badges and sorting handouts.

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.