Children’s Council Meeting Checklist

Use this checklist to organise a children’s council meeting from the first invitation to the final room check. The plan covers registrations, cancellations, dietary requirements and parental consent, plus the agenda, guests, activities and catering. It also helps you prepare the practical details that are easy to miss, such as name badges, presentation materials, technical equipment, signage and a briefing for guides. Work through the preparation in order so missing forms or equipment do not disrupt the meeting.

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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

Send invitations
Process registrations
Register cancellations
Collect dietary requirements
Collect parental consent forms
Prepare the agenda and program
2 people
Confirm speakers and guests
Reserve a room
Order catering
Prepare activities
2 people
Make name badges
Print agenda and forms
Check the presentation
Test the equipment
2 people
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
Set up tables and chairs
3 people
Connect the technical equipment
2 people
Set up worktables
2 people
Lay out name badges
Set up the reception desk
Hang up signage
Check toilets
Give the briefing to the guides
2 people

Event

Register participants
2 people
Welcome participants
2 people
Open the Children’s Council
Explain the schedule and rules
Deliver the presentation
2 people
Serve break drinks and snacks
3 people
Refill drinks
Guide group assignments
4 people
Serve dinner
4 people
Record decisions and actions
2 people
Moderate the Q&A
2 people
Wrap up the children's council
Guide participant departures
3 people

Aftercare

Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the room
2 people
Switch off the equipment
2 people
Check materials
2 people
Return borrowed items
2 people
Process the attendance list
Develop minutes and action items
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Reception desk
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphoneqty 2
Extension cordsqty 3

Office

Name badgesqty 40
Pensqty 45
Notepadsqty 40
Flipchart padsqty 3
Markersqty 24
Sticky notesqty 12
Clipboardsqty 8
Presentation foldersqty 40

Tableware

Reusable cupsqty 50
Platesqty 45
Cutlery setsqty 45
Coffee cupsqty 30
Serving traysqty 6
Water jugsqty 6

Kitchen

Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Buntingqty 4
Directional signsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8

Lighting

Table lampsqty 4

Catering

Groceries

Tips

Send invitations early enough to allow time for registrations, cancellations and parental consent forms. Set a firm reply deadline and keep a separate record of dietary requirements rather than relying on last-minute updates.
Finish the agenda, programme and guest confirmations before printing materials. Print the agenda and forms only after the content is final, and prepare one labelled folder or clipboard for each part of the meeting.
Plan food and drinks around the meeting schedule. Prepare snacks, chill drinks before guests arrive, and place reusable cups, plates, cutlery and water jugs where children can reach them safely.
Test the laptop, projector, projection screen, speaker and microphone before setup is complete. Check extension cords and presentation playback in the actual room, not just at the office.
Create a clear arrival area with the reception desk, name badges, coat racks and signage. Before opening the doors, check the toilets, arrange tables and chairs, set up worktables, and brief the guides on the programme and responsibilities.

Frequently asked questions

How far in advance should I organise a children’s council meeting?: Start at least 3–4 weeks before the meeting. This gives families time to register, return parental consent forms and report dietary requirements, while leaving time to confirm guests, catering and equipment.
When should parental consent forms be collected?: Set the deadline 7–10 days before the meeting. Review the returned forms before preparing the final attendance list, activities and name badges, and follow up missing forms before the event week.
How early should the room be set up for a children’s council meeting?: Allow 60–90 minutes for room setup and testing. Arrange the tables, chairs and reception desk first, then connect and test the presentation equipment, lay out materials and complete the toilet and signage checks.
How much food and drink do I need for a children’s council meeting?: Plan one snack portion and at least 500 ml of water or other drinks per child for a short meeting. Add extra portions for confirmed guests and guides, and prepare a small buffer of about 10% for late changes.

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