Advisory board meeting checklist

An advisory board meeting needs more than a confirmed date and a good agenda. You need time to collect documents, confirm attendance and dietary requirements, prepare the room, and test every presentation connection. Use this checklist to work backwards from the meeting date. It covers the less visible details too, such as parking information, name badges, attendance lists, drinks, table layouts and the registration desk.

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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

Reserve a meeting room
Confirm the date with the chairperson
Collect the agenda and documents
2 people
Send invitations
Process registrations
Register cancellations
Collect dietary requirements
Check accessibility
Send parking information
Create final participant list
Finalize agenda
2 people
Check meeting materials
2 people
Collect presentations
Test the equipment
2 people
Order catering
Prepare name badges
Print attendance list
Print meeting materials
2 people
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Open the meeting room
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Lay out meeting documents
2 people
Lay out name badges
Set out coffee and tea
2 people
Set up the presentation
Test the microphones and speakers
2 people

Event

Receive participants
2 people
Register attendance
2 people
Hand out meeting documents
Serve coffee and tea
2 people
Run the tech during the meeting
Refill drinks
Serve break snacks
2 people
Clear break service
2 people
Arrange evening break
2 people
Collect visitor questions
Close the attendance list

Aftercare

Collect meeting documents
2 people
Switch off the equipment
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the meeting room
2 people
Return borrowed materials
2 people
Archive minutes and documents
Store attendance list securely

What to bring

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

Furniture

Meeting tablesqty 7
Chairsqty 36
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Tea glassesqty 36
Coffee spoonsqty 36
Cake platesqty 36
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
HDMI cablesqty 2
Power stripsqty 4
Extension cordsqty 4

Lighting

Desk lampsqty 2

Decorations

Name badgesqty 36
Table signsqty 7

Office supplies

Ballpoint pensqty 40
Notepadsqty 36
Clipboardsqty 4
Staplersqty 2
Hole punchesqty 2
Paper cutter
A4 copier paperqty 3
Presentation foldersqty 4
Tapeqty 2
Arrow stickersqty 20

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Groceries

Tips

Start planning at least four weeks ahead. Reserve the meeting room, confirm the date with the chairperson, collect the agenda and documents, and send invitations before calendars fill up.
Set a firm RSVP deadline about 10 days before the meeting. Use the final participant list to confirm dietary requirements, accessibility needs, parking information, name badges and catering quantities.
Do a full equipment test 1–2 working days before the meeting. Connect the laptop, projector, projection screen, speakers and wireless microphones, and check every HDMI cable, power strip and extension cord.
Prepare the room the day before when possible. Set out meeting tables, chairs, table signs, notepads, pens and clipboards, then leave enough space for the registration desk and coat racks.
Plan refreshments by service point, not just by headcount. Set up coffee cups, water and tea glasses, spoons, cake plates and serving platters, and chill drinks before participants arrive.

Frequently asked questions

How far in advance should I plan an advisory board meeting?: Start at least four weeks before the meeting. Aim to have the room, date, invitations and initial agenda confirmed by then, with registrations closing around 10 days before the meeting.
When should I send advisory board meeting invitations?: Send invitations as soon as the chairperson confirms the date and room, ideally four weeks ahead. Include the meeting time, agenda outline, parking information and an RSVP deadline 7–10 days before the meeting.
When should I order catering for an advisory board meeting?: Order catering after registrations close, usually 7–10 days before the meeting. Confirm the final participant count and dietary requirements first, then check the delivery time and serving setup.
When should I test the equipment for an advisory board meeting?: Run a complete test 1–2 working days before the meeting, then switch on the equipment when you open the room. Test the laptop, projector, screen, speakers, microphones, HDMI cables and power connections.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.