What you need for a World Congress

What to bring

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

Tips

• Plan one conference chair per attendee in each session room, plus at least 10% extra if people may move between rooms. Count stage sections, speaking tables, a lectern and table microphones separately rather than treating the stage as one item.
• Allow one projector and one projection screen for every room showing presentations. Keep at least one spare laptop, presentation clicker, HDMI cable, USB-C adapter and power strip available for last-minute speaker changes.
• For simultaneous translation, match the number of translation receivers and headsets to the maximum audience in the translated session, then prepare a clearly marked collection point. Book transmitters and translation booths before publishing the final room plan.
• Build the registration area with enough registration tables for the expected arrival rush and keep power banks, extension cords and Wi-Fi routers there. Have printed name badges and conference folders sorted before doors open, not during check-in.
• Test wireless microphones, table microphones, speakers, mixing panels and lighting in each room at least one day before the congress. Bring spare batteries and cable labels; missing adapters and unidentified cables are common causes of delayed sessions.

Frequently asked questions

What equipment do I need for a World Congress?

At minimum, plan chairs and tables, a stage with lectern, projectors and screens, presentation laptops, microphones, speakers, mixing panels, cables, power strips and registration furniture. Add translation receivers, transmitters and headsets for every session requiring simultaneous translation.

How many chairs should I order for a World Congress?

Start with one chair per expected attendee in each room and add at least 10% spare capacity. For 500 planned seats, that means ordering about 550 chairs if the venue allows the extra furniture.

How many translation headsets do I need for a congress?

Provide one headset and receiver for each person who may use the interpretation service during the busiest translated session. For 300 possible users, prepare 300 sets and confirm the transmitter count with the interpretation supplier before the event.

When should I prepare World Congress badges and folders?

Check badge data and assemble conference folders at least 24 hours before registration opens. Keep a small supply of blank badges, spare folders and printed schedules for late registrations or corrections.