Brainstorm Session checklist and planning guide

A productive brainstorm session depends on more than a good question. You need a clear goal, the right participants, a timed program, working presentation equipment, and enough materials for everyone to contribute. Plan registrations and dietary requirements before ordering catering, then test the laptop, projector, cables, microphone, and timer before participants arrive. This checklist follows the work from initial planning through reception, introductions, brainstorming rounds, and break drinks.

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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

Define the goal and program
2 people
Compile the participant list
Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Order catering
Prepare activities
2 people
Create the presentation and schedule
Check supplies
2 people
Test the equipment
2 people
Do the shopping
2 people
Prepare name badges
Set up the space
2 people
Set up tables and chairs
3 people
Prepare work materials
2 people
Set up catering and drinks
2 people
Recheck the equipment
2 people
Set up the reception table

Event

Receive participants
2 people
Serve coffee and tea
2 people
Explain the program and goal
Lead the introduction round
Facilitate the first brainstorming round
2 people
Refill break drinks
Cluster ideas
2 people
Serve snacks and drinks
2 people
Set priorities
2 people
Serve dinner
3 people
Work out action items
2 people
Record decisions and next steps
2 people
Lead the final Q&A
See participants off
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect tableware and glasses
2 people
Sort and remove waste
2 people
Put tables and chairs back
3 people
Clean the room
3 people
Clearing away equipment and materials
2 people
Return materials
2 people
Send report and action points

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothsqty 6
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone
Timerqty 2

Writing supplies

Flip chartsqty 3
Flip chart paperqty 6
Whiteboard
Whiteboard markersqty 12
Permanent markersqty 24
Ballpoint pensqty 30
Pencilsqty 24
Erasersqty 12

Brainstorming materials

Sticky notesqty 12
Voting stickersqty 5
Index cardsqty 100
Paper tapeqty 4
Scissorsqty 6
Rulersqty 6

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8
Pitcherqty 3

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2
Serving utensilsqty 8

Decorations

Name card holdersqty 24
Table numbersqty 6
Information board

Cleaning

Waste binsqty 4
Cleaning clothsqty 6
Washing-up tubsqty 2

Catering

Groceries

Tips

Set the goal and program before sending invitations. Include the session length, introduction round, brainstorming rounds, breaks, and any voting or prioritisation so participants know what they are joining.
Close registration before ordering catering and collect dietary requirements at the same time. This gives you a final participant count and avoids discovering missing meal information on the session day.
Test the laptop, projector, projection screen, HDMI cable, speaker, microphone, and timer together at the venue at least one day before the session. Pack extension cords and power strips rather than assuming the room has enough outlets.
Prepare more writing and brainstorming materials than the headcount suggests. Put sticky notes, pens, markers, flip-chart paper, index cards, voting stickers, tape, and scissors where each group can reach them without leaving the discussion.
Set up the reception table before participants arrive, with name badges ready and coffee, tea, cups, glasses, and plates arranged separately from the working materials. Keep break drinks easy to refill so the first brainstorming round is not interrupted.

Frequently asked questions

How far in advance should I plan a brainstorm session?: Start planning at least 3 to 4 weeks ahead if you need a venue, catering, and participant registrations. Finalise the program and participant list several days before the session, then check supplies and equipment again the day before.
How many people should attend a brainstorm session?: A practical working group is often 6 to 12 participants, because everyone can contribute without making facilitation difficult. If more people are attending, plan smaller working groups and provide enough tables, chairs, flip charts, and brainstorming materials for each group.
What equipment do I need for a brainstorm session?: Allow at least one laptop, projector, projection screen, HDMI cable, timer, and power strip. Add a portable speaker and microphone when the room is large or the group is bigger than about 20 people, and test all connections before the session.
When should I order catering for a brainstorm session?: Order catering after registrations close and dietary requirements are collected, normally 3 to 5 days before the session. Confirm the final quantity and delivery time at least 24 hours beforehand, and set up coffee and tea before participants arrive.

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