Care & Welfare information evening checklist

Use this checklist to organise a Care & Welfare information evening from the first booking to the final room check. Start with the venue, programme and speakers, then give guests enough time to register and share dietary requirements. In the final week, prepare handouts, name badges and route signs while checking every presentation. On the day, allow time to test the sound, connect the projector and prepare the reception and catering areas before guests arrive.

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

Reserve venue
Compile program
2 people
Confirm speakers
Draft invitations
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Send reminder
Order catering
Collect presentations
Print handouts
Prepare name badges
Make route signs
Do the shopping
2 people
Chill drinks
2 people
Check presentations
2 people
Prepare catering
2 people
Open venue
2 people
Check the venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the presentation equipment
2 people
Test sound level
2 people
Set up the reception table
2 people
Set up coffee station
2 people
Lay out handouts

Event

Register visitors
3 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Open the evening program
Deliver the information presentation
2 people
Moderate the Q&A
2 people
Hand out information materials
2 people
Wrap-up and note contact details
2 people
Refill drinks
2 people
Collect tableware
2 people
See visitors out
2 people

Aftercare

Switch off equipment
2 people
Store leftovers safely
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Check materials
2 people
Return borrowed materials
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Speaker table

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Forksqty 70
Teaspoonsqty 70

Kitchen

Coffee potqty 2
Kettleqty 2
Thermosqty 3
Serving traysqty 4
Scissorsqty 2
Bottle openersqty 2

Decorations

Tableclothsqty 8
Name card holdersqty 4
Directional signsqty 6
Flower arrangementsqty 3

Lighting

Standing lampsqty 2
Cable reelsqty 2

Catering

Information leafletsqty 70
Program leafletsqty 70
Name badgesqty 70
Markersqty 12
Pensqty 30
Notepadsqty 30
Groceries

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan

Tips

Send invitations as soon as the programme and speakers are confirmed, and close or review registration early enough to order catering for the correct number of guests.
Ask for dietary requirements on the registration form rather than by separate email. Check the responses before placing the catering order and keep the final list at the reception desk.
Test the laptop, projector, projection screen, HDMI cable and presentation clicker before the audience arrives. Run through every presentation in the actual room, not only on a desk.
Set up the reception table with name badges, registration details and clear route signs before opening the venue. This prevents late arrivals from blocking the entrance while staff search for materials.
Chill drinks and prepare coffee equipment before the programme starts, but keep hot drinks away from presentation cables and power strips. Leave enough cups, glasses, plates, forks and teaspoons for the full attendance figure plus a small margin.

Frequently asked questions

How far in advance should I send invitations for a Care & Welfare information evening?: Send invitations at least 3 to 4 weeks before the evening so people have time to register. Send a reminder 3 to 5 days before the event, including the venue details and arrival time.
When should I order catering for a Care & Welfare information evening?: Place the catering order once registrations and dietary requirements are stable, usually 5 to 7 days before the event. Recheck the guest count 1 to 2 days beforehand if the caterer allows changes.
How early should I arrive to set up the information evening?: Allow at least 2 hours before guests arrive for tables, chairs, the reception desk, catering and presentation equipment. Reserve the final 30 minutes for sound, projector and presentation checks.
What equipment do I need to check before the presentations start?: Check the laptop, projector, screen, wireless microphone, speakers, clicker, HDMI cable and power connections. Test the sound level and open each presentation at least 30 minutes before the first speaker.

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.