Candidate meeting checklist

A candidate meeting runs smoothly when the programme, room and practical details are settled in the right order. Start by fixing the date, venue and discussion format, then manage invitations and registration before collecting candidate information and visitor questions. In the final week, confirm attendance, prepare badges and printed materials, test presentations and arrange catering. This checklist also covers the details people often leave too late, such as parking information, room access, microphones and fresh food pickup.

Organize this event for free with Lizzt

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
Determine venue and room layout
2 people
Invite candidates
2 people
Send invitations to stakeholders
2 people
Open the registration form
Process registrations
Collect dietary requirements
Collect Visitor Questions
2 people
Request candidate information
2 people
Develop the program and schedule
2 people
Appoint a moderator
Set discussion rules
2 people
Collect presentations
Check presentations
2 people
Prepare name badges
2 people
Print attendance list
Print the program booklets
2 people
Communicate route and parking
Confirm candidate attendance
Check the shopping list
2 people
Do the shopping
2 people
Setting up shelf-stable catering
2 people
Pick up fresh catering
2 people
Pick up venue keys
Open and ventilate the room
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
Lay out program brochures
2 people
Set up the presentation equipment
2 people
Test presentations
2 people
Test microphones
2 people
Check the lighting
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks and sandwiches
3 people
Place waste bins
Check toilets
Brief reception team
2 people

Event

Receive candidates
3 people
Register visitors
3 people
Hand out name badges
2 people
Hand out program brochures
2 people
Serve coffee and tea
3 people
Give the opening speech
Explain the program
Introduce the candidates
Facilitate presentations
2 people
Collect questions from the audience
2 people
Monitor speaking time per speaker
Refill drinks
2 people
Serve snacks
3 people
Collect used dishes
2 people
Announce break
Restock break buffet
2 people
Facilitate networking conversations
3 people
Set up evening buffet
3 people
Serve the evening buffet
4 people
Distribute diet meals clearly marked
2 people
Keep drinks topped up
2 people
Moderate the Q&A
2 people
Record audience questions
Deliver the closing speech
Wave goodbye to visitors
3 people
Collect the last dishes
2 people

Aftercare

Shut down equipment safely
2 people
Dismantle presentation equipment
2 people
Clean up the buffet and kitchen
3 people
Wash dishes
3 people
Sort and remove waste
2 people
Put the tables and chairs back
4 people
Clean the room
3 people
Clean the restrooms
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Buffet tablesqty 4
Stoolsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 3
Presentation clicker
Power banksqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 90
Wine glassesqty 90
Dinner platesqty 90
Dessert platesqty 90
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 8
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Scissorsqty 2
Measuring cupsqty 2

Decorations

Name badgesqty 90
Tableclothqty 10
Plantsqty 6
Flagsqty 6
Directional signsqty 8
Name badges for candidatesqty 12

Lighting

Table lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before opening registration. Include the start and finish time, presentation lengths, discussion blocks, breaks and the deadline for submitting visitor questions so attendees know what to expect.
Close registration early enough to process the list and dietary requirements. Allow at least 2–3 working days to print name badges, the attendance list and programme booklets after registrations are final.
Test every presentation with the actual laptop, projector, screen, HDMI cable and clicker in the meeting room. Do this before guests arrive, and keep extension cords, power strips and power banks available as backups.
Confirm candidate attendance and presentation files no later than 48 hours before the meeting. Send the final route and parking instructions at the same time, especially if visitors need a specific entrance or room.
Plan the room reset around catering and access times. Pick up fresh catering on the day, collect the venue keys before setup, and open and ventilate the room before arranging the registration desk, seating and buffet tables.

Frequently asked questions

How far in advance should I organise a candidate meeting?: Start planning 4–6 weeks ahead. Fix the date and venue first, then allow at least 2 weeks for invitations and registration, with the final week reserved for confirmations, materials, equipment and catering.
When should registration close for a candidate meeting?: Close registration 3–5 working days before the meeting. This gives you time to process registrations, collect dietary requirements, print the attendance list and prepare name badges.
How many microphones do I need for a candidate meeting?: Plan one microphone for the moderator and at least one additional wireless microphone for candidates or audience questions. Test all microphones, the stand and speakers in the room before the event starts.
When should I confirm candidate attendance?: Confirm attendance 48 hours before the meeting. At that point, also check presentation files, the final programme, visitor questions, arrival instructions and any changes to the room layout.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.