Brainstorm Session checklist

A productive brainstorm session depends on more than good questions. You need a participant list, a suitable room, clear group arrangements and working presentation equipment before anyone arrives. This checklist takes you from invitations and registrations to the first brainstorming round. It also covers the details that are easy to miss, such as dietary requirements, printed worksheets, name badges, chilled drinks and enough markers and sticky notes for every table.

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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

Compile the participant list
Reserve a room
Send invitations
Process registrations
Collect dietary requirements
Send program to attendees
Develop brainstorming questions
2 people
Prepare activities
2 people
Divide participants into groups
Confirm attendance
Check catering quantities
Do the shopping
2 people
Print worksheets and badges
Set out presentation and questions
Test equipment
2 people
Chill drinks
Set up the coffee and tea station
Prepare snacks
2 people
Set up tables and chairs
3 people
Set out brainstorming materials
2 people
Lay out name badges

Event

Staff the reception desk
2 people
Welcome participants
2 people
Explain the program and rules
Facilitate the first brainstorming round
3 people
Gather ideas per group
3 people
Serve coffee and tea
2 people
Refill drinks
Serve break snacks
2 people
Facilitate the second brainstorming round
3 people
Cluster ideas
3 people
Set up the buffet
3 people
Serve dinner
3 people
Vote on priorities
2 people
Present results
Schedule follow-up appointments
See participants off
2 people

Aftercare

Store leftovers safely
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Pack equipment
2 people
Return materials
2 people
Archive results digitally
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Buffet tableqty 2

Tableware

Reusable glassesqty 40
Reusable coffee cupsqty 36
Reusable platesqty 40
Reusable cutleryqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Water jugsqty 4
Serving traysqty 6
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 3
Power stripsqty 4
HDMI cablesqty 2
Presentation remote

Brainstorming materials

Flip chartsqty 4
Markersqty 36
Sticky notesqty 12
Voting stickersqty 180
Clipboardsqty 12
Writing pensqty 40

Decorations

Tableclothsqty 8
Name badgesqty 40

Cleaning

Waste binsqty 4
Dustpan and brush
Broom
Mop
Bucket

Catering

Groceries

Tips

Collect dietary requirements when registrations come in, not a few days before the session. Use the final response count to check catering quantities and prepare suitable food and drinks.
Test the laptop, projector, screen, speaker, HDMI cables and extension cords before setup is finished. Keep a spare power strip available so equipment does not compete with the coffee and tea station for sockets.
Divide participants into groups before the event and prepare the table layout accordingly. Put the group instructions, flip charts, markers, sticky notes, voting stickers and pens at each table before welcoming attendees.
Print worksheets and badges after registrations are processed, then add a few blank badges and extra worksheets for last-minute attendees. Set up the reception desk with the attendance list so check-in does not delay the programme.
Chill drinks and prepare snacks before participants arrive, while coffee and tea can be set up close to the start time. Place reusable glasses, cups, plates and cutlery at the buffet table, with waste bins nearby for quick clearing.

Frequently asked questions

How far in advance should I send invitations for a brainstorm session?: Send invitations at least 3 to 4 weeks before the session so participants have time to register and share dietary requirements. Send the final programme and practical details about 3 to 5 days before the event.
How many brainstorming materials do I need per group?: Prepare at least one flip chart, several markers, a supply of sticky notes and enough pens for every participant in each group. Add around 10% extra materials for damaged, lost or late-arriving supplies.
When should I test the projector and presentation equipment?: Test the laptop, projector, screen, speaker, HDMI connection and power supply on the day of the session, ideally 60 to 90 minutes before arrival. Run through the presentation once so connection problems do not affect the opening.
How early should I set up a brainstorm session?: Allow 90 minutes for room layout, group tables, reception, presentation equipment, drinks, snacks and brainstorming materials. Add another 30 minutes if the room or equipment is unfamiliar.

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