Build information meeting checklist

A build information meeting needs more than a room and a presentation. You must coordinate speakers, visitor registrations, dietary requirements, questions, handouts and technical equipment before the day itself. This checklist puts the work in a practical order, from booking the room to setting up tables and chairs. It also covers the details that are easy to leave until the last minute, such as name badges, route signs, presentation files and adapters for the projector.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the schedule before sending invitations, then request presentation files early enough to check them before the meeting. Allow at least one separate slot for testing the projector, screen, laptop, HDMI cable and adapters.
Close registration several days before the meeting so you can process attendees, collect dietary requirements and print the visitor list and name badges without rushing.
Ask visitors to submit questions in advance and prepare an FAQ from the recurring topics. This gives speakers time to prepare clear answers rather than improvising every response.
Confirm the catering quantities after registration closes, including coffee, water and serving items. Check that you have enough cups, glasses, plates, cutlery and equipment such as coffee machines, kettles and thermos flasks.
Plan the venue setup from the entrance inward: check parking and route signs first, then arrange tables and chairs, test power strips and extension cords, and place handouts and name badge holders before visitors arrive.

Frequently asked questions

When should I send invitations for a build information meeting?: Send invitations once the room, date, schedule and speakers are confirmed. A practical deadline is two to three weeks before the meeting, leaving at least 5 to 7 days to process registrations and dietary requirements.
How far in advance should speakers submit their presentations?: Request presentations at least 5 working days before the meeting. Check every file on the meeting laptop and projector, including HDMI adapters, embedded videos and sound, no later than the day before.
When should I order catering for a build information meeting?: Wait until registration is closed and dietary requirements have been collected. Place the final catering order 3 to 5 working days before the meeting, then buy any remaining drinks or supplies after the numbers are confirmed.
What should I check at the venue on the meeting day?: Arrive at least 2 hours before visitors are expected. Check parking information, route signs, room access, tables, chairs, lighting, power, microphones, projection, handouts, name badges and the visitor list before opening the hall.