Anti-Discrimination Meeting Checklist

Use this checklist to organise an anti-discrimination meeting in a clear, respectful order. Start by confirming the venue, capacity, accessibility, date, and program before inviting people. Then collect registrations, dietary requirements, and access needs early enough to act on them. Before the meeting, brief speakers and facilitators, test the presentation equipment, and prepare the code of conduct and reporting procedure. On the day, allow time for registration, seating, signage, and a calm response if someone raises a concern.

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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 date and location
2 people
Check room and capacity
2 people
Check the venue’s accessibility
2 people
Draft invitation text
2 people
Create a registration form
Publish the program
2 people
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Send registration confirmations
2 people
Inform speakers
2 people
Collect presentations
Brief discussion leaders
2 people
Draft code of conduct
2 people
Prepare the reporting procedure
2 people
Arrange chair reservations
Order catering
2 people
Test the equipment
2 people
Prepare question cards
2 people
Make name badges
2 people
Print participant list
Print the route and signage
Send the final participant email
Pick up groceries
2 people
Chill drinks
2 people
Prepare snacks
4 people
Open venue
2 people
Ventilate the rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Prepare registration materials
2 people
Set up the presentation equipment
2 people
Set up presentations
Test microphones
2 people
Set up break area
3 people
Display information materials
2 people
Post code of conduct
Make the registration desk visible
Brief the welcome team
2 people

Event

Receive participants
4 people
Hand out name badges
2 people
Explain the program
Explain the house rules
Handle the opening
Guide speakers
2 people
Manage microphones
Collect questions
2 people
Facilitate discussions
4 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
3 people
Serve dietary options separately
2 people
Direct participants to workshops
3 people
Support workshop rooms
4 people
Handle reports and questions
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Refill the dinner buffet
3 people
Collect closing feedback
2 people
Handle the closing
See participants off
3 people

Aftercare

Collect waste
4 people
Wash dishes
3 people
Wipe down tables
3 people
Put the chairs back
4 people
Switch off the equipment
2 people
Remove decorations
2 people
Clean rooms
4 people
Check toilets
2 people
Collect lost and found items
Lock up the venue
2 people
Store reusable materials
3 people
Return borrowed materials
2 people
Store leftover catering
2 people
Send a thank-you gift to participants
Follow up on notifications
2 people
Archive photo and video materials

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Coat racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 4
HDMI cablesqty 3
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 90
Glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Buffet label cardsqty 20

Decorations

Name badgesqty 90
Name badge holdersqty 90
Tableclothsqty 12
Information bannersqty 4
Directional signsqty 12
Info standsqty 6
Sticky tackqty 4
Clothespinsqty 100

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Check accessibility before publishing the invitation: confirm step-free entry, accessible toilets, seating options, clear routes, and whether the microphones and presentation setup work for the room. Ask about individual access needs in the registration form, then review responses at least 7 days before the meeting.
Publish the program with timings for arrivals, presentations, discussion, breaks, and closing. Send registration confirmations with the venue route, accessibility information, start time, and a contact person no later than 3 days before the event.
Give speakers and facilitators a written briefing at least 7 days ahead. Include the session length, discussion format, use of question cards, code of conduct, and the reporting procedure so everyone knows how concerns will be handled.
Order catering only after checking registration numbers and dietary requirements. Confirm the final count and menu at least 3 days before the meeting, and place water, cups, and food where people can reach them without blocking accessible routes.
Test the laptop, projector, screen, HDMI cables, speakers, wireless microphones, clicker, extension cords, and power strips before participants arrive. Set up the registration table, name badges, printed participant list, route signs, and reserved seating at least 60 minutes before the start.

Frequently asked questions

How far in advance should I organise an anti-discrimination meeting?: Allow at least 4 weeks for a small meeting and more time if you need several speakers or a larger venue. Confirm the date, location, capacity, and accessibility before sending invitations.
When should I ask attendees about accessibility needs?: Ask in the registration form as soon as invitations go out. Review the responses at least 7 days before the meeting and contact attendees promptly if you need clarification or additional arrangements.
What should an anti-discrimination meeting code of conduct include?: Keep it practical: define respectful behaviour, unacceptable conduct, how to raise a concern, who receives reports, and what happens next. Share it with participants before the meeting and explain it briefly at the start.
How early should the venue be ready on the day?: Plan to arrive at least 60 minutes before participants. Use that time to arrange reserved seating, test microphones and presentations, place signs and name badges, and prepare the registration table.

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