Women’s Congress planning checklist

Organising a Women’s Congress means coordinating a programme, speakers, registrations, catering and room setup without leaving critical details until the last day. Start by confirming the date and venue, then build the schedule and secure every speaker before invitations go out. As registrations arrive, track dietary requirements and questions, while presentations and technical equipment need a separate check before the event. This checklist covers the work from first decisions through registration desk setup and final cleanup.

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

Confirm date and location
Draw up the program and schedule
2 people
Confirm speakers definitively
Collect speaker information
Design invitations
Send invitations
Open the registration form
Process registrations
2 people
Collect dietary requirements
Answer participants' questions
2 people
Create final participant list
Prepare name badges
2 people
Print programs
Collect presentations
Check presentations technically
2 people
Place catering order
Make reservations
Determine seating layout
2 people
Prepare the registration desk
2 people
Bring materials to the venue
3 people
Check the venue and entrance
2 people
Clear and clean the hall
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the stage and podium table
3 people
Set up projector and screen
2 people
Connect microphones
2 people
Test sound system
2 people
Set up presentations
Check the lighting
Hang up decorations
3 people
Put up directional signs
2 people
Set up break and buffet tables
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up the dinner buffet
4 people
Hold team briefing
6 people

Event

Open registration
3 people
Welcome participants
2 people
Hand out programs
2 people
Hand out name badges
2 people
Guide the opening presentation
2 people
Announce the speakers
Operate presentations technically
2 people
Manage microphones
Monitor time per session
Set up coffee break
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Clear buffet and tables
2 people
Moderate the Q&A
2 people
Open the dinner buffet
3 people
Serve dinner buffet
5 people
Serve diet meals
2 people
Top up drinks for dinner
2 people
Collect used dishes
3 people
Support the evening program
2 people
Operate lighting and sound
2 people
Facilitate the networking moment
3 people
Handle the final round of drinks
2 people
Guide the farewell and departure
3 people

Aftercare

Collect lost property
2 people
Pack leftovers safely
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the buffet and kitchen
3 people
Clean the room
4 people
Put the tables and chairs back
4 people
Power Down and Pack Up Equipment
2 people
Remove decorations
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover materials
2 people
Send a thank-you message to the speakers
Send participant message

What to bring

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

Furniture

Chairsqty 115
Tablesqty 18
Registration desk
Buffet tablesqty 6
Speaker table
Stage sectionsqty 4
Clothes racksqty 2

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 120
Water glassesqty 140
Wine glassesqty 120
Forksqty 130
Knivesqty 130
Spoonsqty 130
Coffee spoonsqty 120
Serving plattersqty 12
Serving spoonsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker
Power banksqty 4

Decorations

Congress banner
Flower arrangementsqty 6
Table runnersqty 12
Name badgesqty 120
Wayfinding signsqty 8
Menusqty 12

Lighting

LED string lightsqty 6
LED floor lampsqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef's knifeqty 4
Food warmersqty 6
Tea towelsqty 12

Cleaning

Waste binsqty 8
Dustpans and brushesqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the date and venue before designing invitations, then allow time to finalise the programme and confirm speakers definitively. Sending invitations before those details are stable creates avoidable follow-up work.
Open registration as soon as the invitation is ready and keep one current participant list. Set a clear closing point for dietary requirements so the catering order is based on final numbers rather than estimates.
Collect every presentation before the congress and test each file on the event laptop. Check the projector, screen, microphones, mixer, speakers, HDMI cables and clicker before attendees arrive, not during the first session.
Prepare name badges, printed programmes and the registration desk in advance. Lay out badges alphabetically and keep power banks, extension cords and power strips with the equipment so the desk team is not searching during check-in.
Allow a dedicated setup period at the venue for tables, chairs, buffet tables, the speaker table, stage sections and clothes racks. After the programme, schedule time to clear and clean the hall instead of treating it as an informal last task.

Frequently asked questions

How far in advance should I start planning a Women’s Congress?: Start at least 8–12 weeks before the event. Confirm the date and location first, then allow several weeks for the programme, speaker confirmations, invitations and registrations.
When should invitations for a Women’s Congress be sent?: Send invitations once the date, venue and main programme details are confirmed, ideally 6–8 weeks in advance. Keep registration open long enough to build a reliable participant list and collect dietary requirements.
When should catering numbers be finalised for a Women’s Congress?: Set a catering deadline 7–10 days before the congress. Use the final participant list and recorded dietary requirements when placing the order, while keeping a small margin for late changes.
How early should the venue be set up before the congress starts?: Allow at least 2–3 hours for setup, depending on the room size and technical programme. Use this time to arrange furniture, prepare the registration desk, place badges and test the projector, microphones and presentations.

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.