World Congress planning checklist

A World Congress needs more than a strong programme. You must coordinate speakers, international travel, registration data, rooms, catering, translation and technical production across several deadlines. Start with the date, venue and programme, then move through invitations, registration and logistics before preparing badges, folders and session materials. This checklist gives you the planning sequence so late changes do not reach the registration desk or the stage.

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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 conference date and program
3 people
Reserve the venue and rooms
2 people
Invite speakers
2 people
Collect speaker details
2 people
Request presentations and portraits
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
2 people
Keep the registration list up to date
2 people
Process registrations
3 people
Collect dietary requirements
2 people
Confirm speaker travel
2 people
Reserve hotel rooms
2 people
Book catering
2 people
Reserve technical equipment
2 people
Reserve interpreter booths
2 people
Publish the program online
2 people
Send visitor information
2 people
Check badge details
3 people
Print name badges
3 people
Assemble conference folders
5 people
Check presentations technically
3 people
Create maps and signage
2 people
Work out table layout
2 people
Print session schedules
2 people
Confirm deliveries
2 people
Check the shopping list
2 people
Do the shopping
4 people
Sort Registration Materials
3 people
Prepare conference folders
4 people
Clean the hall and foyer
4 people
Set up tables
6 people
Set up chairs
6 people
Set up the stage and podium table
4 people
Set up registration desk
3 people
Connect the technical equipment
4 people
Test lighting and projection
3 people
Test Translation Equipment
3 people
Hang up signage
3 people
Put up decorations and flags
3 people
Set up the catering area
4 people
Prepare coffee and tea
3 people

Event

Staff the reception desk
4 people
Register visitors
6 people
Hand out badges
4 people
Hand out conference folders
3 people
Welcome speakers
2 people
Give technical briefing
3 people
Lead the opening session
3 people
Manage microphones and presentations
3 people
Issue Translation Equipment
3 people
Set up coffee break
4 people
Serve coffee and tea
5 people
Refill drinks
3 people
Open the session rooms
3 people
Facilitate parallel sessions
8 people
Facilitate Q&A
3 people
Set up the dinner buffet
6 people
Serve dinner buffet
8 people
Serve diet meals
3 people
Clear tables during the event
5 people
Lead evening sessions
6 people
Deliver the closing presentation
3 people
Collect translation equipment
3 people
Wave goodbye to visitors
4 people

Aftercare

Collect tableware
5 people
Collect waste
4 people
Clear the rooms
6 people
Clear tables and chairs
6 people
Switch off equipment
3 people
Wash dishes
5 people
Clean the rooms
5 people
Remove signage
3 people
Remove decorations and flags
3 people
Pack leftover catering
3 people
Inventory materials
2 people
Return borrowed materials
3 people
Return equipment and furniture
3 people
Collect invoices and deposit documents
2 people
Send thank-you messages
2 people
Archive presentations and photos
2 people

What to bring

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

Furniture

Conference chairsqty 330
Foldable tablesqty 36
Bistro tablesqty 24
Registration tablesqty 4
Speaking tablesqty 2
Stage sectionsqty 12
Lectern
Dressing tablesqty 8

Equipment

Projectorsqty 4
Projection screensqty 4
Laptopsqty 6
Presentation clickersqty 6
Wireless microphonesqty 10
Table microphonesqty 8
Microphone standsqty 6
Speakersqty 8
Mixing consolesqty 3
Extension cordsqty 20
Power stripsqty 20
HDMI cablesqty 12
USB-C adaptersqty 8
Translation receiversqty 330
Translation transmittersqty 8
Headsetsqty 330
Wi-Fi routersqty 6
Power banksqty 12

Lighting

LED spotlightsqty 12
Standing lampsqty 8
Light standsqty 8

Tableware

Water glassesqty 360
Wine glassesqty 330
Coffee cupsqty 330
Dinner platesqty 360
Dessert platesqty 360
Dinnerware cutleryqty 360
Coffee spoonsqty 330
Serving utensilsqty 36

Kitchen

Coffee machinesqty 6
Kettlesqty 6
Thermos flasksqty 18
Chafing dishesqty 12
Serving plattersqty 24
Serving trays with lidsqty 12
Buffet traysqty 24
Cutting boardsqty 6
Chef's knivesqty 6
Coolersqty 8
Ice cube traysqty 12

Decorations

Country flagsqty 40
Flag standsqty 20
Table runnersqty 36
Name badge holdersqty 330
Directional signsqty 20
Information boardsqty 12
Roll-up bannersqty 6
Table numbersqty 36

Cleaning

Waste binsqty 20
Vacuum cleanersqty 4
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 3
Hand soap dispensersqty 12

Catering

Groceries

Tips

Set the date, programme structure and rooms before opening registration. If the programme is still changing, attendees may register for sessions or accommodation that you later have to move.
Collect speaker details, portraits, presentations and travel information in one deadline-driven process. Set a content deadline at least 4 weeks before the congress so technical checks do not become a last-minute task.
Close the first registration data check at least 2 weeks before the event. Confirm names, dietary requirements and badge details then, because printing badges after the final working day leaves no practical correction window.
Treat translation and AV as one production plan. Test projectors, screens, laptops, microphones, presentation clickers, headsets and translation receivers in each room before the first session.
Prepare the attendee journey before doors open: publish the programme, send visitor information, place maps and signage, assemble conference folders and print session schedules. Keep a small reserve of badges, cables, adapters and power banks at registration.

Frequently asked questions

How far in advance should I start planning a World Congress?: Start at least 12 months before the congress for a multi-room international programme. Fix the date and venue first, then allow several months for speakers, travel, registration, catering, translation and technical suppliers.
When should World Congress invitations be sent?: Send the first invitations once the date, venue and programme framework are confirmed, usually 6 to 9 months ahead. Send a final practical information pack about 2 weeks before the event, including registration details, room information and arrival instructions.
When should World Congress registration close?: Close standard registration around 2 weeks before the congress so you can confirm catering numbers, dietary requirements, badge data and seating. Keep a controlled late-registration process for changes after that deadline.
How long before a World Congress should presentations be checked?: Request final presentations at least 4 weeks before the congress and complete the technical check no later than 1 week before it. Also test the actual laptop, projector, screen, microphones and presentation clicker in every session room.

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.