B2B matchmaking event checklist

A B2B matchmaking event depends on more than invitations and a room full of tables. You need enough time to collect company profiles, define useful match criteria and build a schedule that participants can actually follow. This checklist takes you from the first planning decisions to registration, catering, technology and room setup. Use it to keep the matching process on track and prevent last-minute gaps such as missing name badges, unconfirmed deliveries or too few charging points.

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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 the date and program
2 people
Define the participant profile
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Confirm registrations
Collect dietary requirements
Collect company profiles
2 people
Set match criteria
2 people
Set up the matching schedule
3 people
Check the match schedule
2 people
Close the participant list
Design name badges
Print name badges
2 people
Print program leaflets
Confirm deliveries
Report catering quantities
Check reservations
Check the shopping list
2 people
Do the shopping
2 people
Receive chilled products
2 people
Chill drinks
2 people
Sort match cards
2 people
Bundle registration materials
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
3 people
Set up registration desk
2 people
Lay out name badges
Number the match tables
2 people
Hang up the program clearly
Set up signage
2 people
Test presentations
2 people
Test microphones
2 people
Set up the catering buffet
3 people
Set up coffee station
2 people
Place allergen cards
Hold the staff briefing
4 people

Event

Staff the welcome desk
2 people
Register participants
3 people
Serve welcome drinks
2 people
Host the opening
Explain the match rules
Guide First Matches
3 people
Set up coffee break
2 people
Serve coffee and tea
2 people
Guide Second Matches
3 people
Refill drinks
2 people
Facilitate the open networking session
3 people
Restock the buffet
3 people
Serve dinner buffet
4 people
Clear tables during the event
3 people
Lead the evening matches
3 people
Hand out contact cards
2 people
Refill drinks during the reception
2 people
Announce the closing
Guide participant departures
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Send a follow-up email to participants
2 people
Forward contact requests

What to bring

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

Furniture

Match tablesqty 12
Bistro tablesqty 8
Chairsqty 72
Registration desk
Buffet tablesqty 4
Stoolsqty 12

Tableware

Wine glassesqty 90
Water glassesqty 90
Coffee cupsqty 75
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 12
Serving tongsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 3
Coolersqty 4
Thermos flasksqty 6
Kettlesqty 2
USB sticksqty 3
HDMI cablesqty 3
HDMI adaptersqty 4
Presentation clickerqty 2
Power banksqty 4

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Cooling matsqty 4
Food containersqty 12
Cling filmqty 2
Aluminum foilqty 2
Serving plattersqty 16
Bread basketsqty 8
Herb containersqty 6

Decorations

Tableclothsqty 16
Flower arrangementsqty 8
Name card holdersqty 72
Table numbersqty 12
Pen holdersqty 12
Buntingqty 4
Cable traysqty 10
Flip chartsqty 4
Flip chart paperqty 8
Markersqty 24
Post-it padsqty 20
Pensqty 80
Notepadsqty 80
Clipboardsqty 6
Wayfinding signsqty 10
Table signsqty 20
Badge holdersqty 80
Lanyardsqty 80
Contact cardsqty 200
Match cardsqty 160
Program leafletsqty 80
Registration listsqty 4
Arrow stickersqty 30
Name stickersqty 100
Table number cardsqty 12

Lighting

LED lampsqty 8
Mood lightingqty 4

Catering

Water jugsqty 10
Coffee urnqty 2
Tea boxesqty 4
Buffet platesqty 10
Drink cratesqty 8
Ice packsqty 20
Napkin holdersqty 8
Corkscrewqty 2
Bottle openersqty 3
Ice bucketsqty 3
Drink dispensersqty 3
Groceries
Drinking glasses for receptionqty 100
Coffee spoonsqty 80
Milk jugsqty 8
Sugar bowlsqty 8
Napkin dispensersqty 8
Label holdersqty 20
Thermos bottlesqty 4
Serving traysqty 6

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12
Rubber glovesqty 6

Tips

Close the participant list before you finalise the matching schedule. Last-minute additions can affect several meetings, so allow at least one working day to check the schedule after the list is closed.
Collect company profiles and dietary requirements with the registration form, then set a clear deadline. A deadline 7 to 10 days before the event gives you time to review incomplete answers and update catering quantities.
Plan the room around the matching rounds, not just the number of guests. Provide one match table per simultaneous meeting and keep the registration table, buffet tables and presentation area clear of the main traffic flow.
Test the presentation and sound setup before guests arrive. Check the laptop, projector, screen, wireless microphones, speakers, extension cords and power strips together, rather than discovering compatibility or cable problems during registration.
Prepare registration materials and match cards in separate bundles before opening the venue. Put name badges, printed programmes and the matching information in an order that lets one person register a participant in under two minutes.

Frequently asked questions

How far in advance should I organise a B2B matchmaking event?: Start planning at least 6 to 8 weeks before the event. Set the registration deadline 7 to 10 days beforehand so you still have time to review company profiles, confirm dietary requirements and build the matching schedule.
How do I create a matchmaking schedule for a B2B event?: Collect each company’s profile, goals and preferred contacts before matching. Build the schedule after registrations close, then reserve at least one working day to check duplicate meetings, unavailable participants and realistic travel time between tables.
How many match tables do I need for a B2B matchmaking event?: Provide one match table for every meeting that runs at the same time. For example, 20 simultaneous meetings require 20 match tables, with enough chairs for both sides and clear space for participants to move between rounds.
When should I confirm catering and event equipment?: Confirm reservations and deliveries 5 to 7 days before the event, using the final participant count. Recheck quantities for food, drinks, glasses, power supplies and presentation equipment on the day before setup.

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