Citizen panel meeting checklist

A citizen panel meeting needs more than a room and a discussion topic. You need enough time to recruit participants, collect dietary and accessibility requirements, prepare discussion rounds, and test the presentation setup. This checklist takes you from booking the hall to opening the registration desk and serving coffee. Use it to keep participant communication, printed materials, catering, technology and room layout on track without leaving key details until the last minute.

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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

Confirm room booking
Set the date and program
2 people
Compile the participant list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check accessibility needs
Send reminder to participants
Collect participants' questions
2 people
Prepare discussion rounds
2 people
Brief the moderator
2 people
Finalize presentation and handouts
2 people
Check the shopping list
Do the shopping
2 people
Store groceries refrigerated
2 people
Prepare printed materials
Make name badges
2 people
Prepare catering
3 people
Open and inspect the hall
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
Test projector and sound
2 people
Set out coffee and tea
2 people
Set out snacks and buffet
3 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the program and rules
Lead discussion rounds
4 people
Collect notes per table
4 people
Refill drinks
2 people
Serve snacks and meals
4 people
Serve diet meals
2 people
Facilitate the plenary debrief
2 people
Record action items and decisions
Answer final questions
2 people
See participants off
2 people

Aftercare

Collect tableware
3 people
Sort and dispose of waste
2 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the hall and kitchen
3 people
Keep leftovers refrigerated
Lock up the hall
2 people
Return materials
2 people
Archive attendance list
Send thank-you message
Send the report to participants
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 70
Platesqty 60
Cutlery setsqty 60
Serving traysqty 6

Kitchen

Coffee thermosesqty 4
Water jugsqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 10

Equipment

Laptop
Projector
Projection screen
Portable speaker
Handheld microphonesqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4

Materials

Flip chartsqty 4
Markersqty 24
Notepadsqty 60
Ballpoint pensqty 70
Name badgesqty 60
Table number cardsqty 8
Printed agendasqty 60
Feedback formsqty 60
Pen holdersqty 8
Wayfinding signsqty 6
Painter's tapeqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 12
Hand brush and dustpanqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the date and program before sending invitations, then allow at least two weeks for registrations and participant questions. This gives you time to adjust the discussion rounds and follow up with people who have not replied.
Ask for dietary requirements and accessibility needs during registration, not a few days before the meeting. Review the responses at least one week in advance so catering, seating and access arrangements can be confirmed.
Brief the moderator with the participant questions and discussion format several days before the meeting. Include the timing for each round, how questions will be collected and what to do if one discussion runs over.
Finish printed materials at least two working days before the meeting. Prepare agendas, name badges, table number cards, notepads, pens and feedback forms together so a missing item is found before setup.
Open the hall 60 to 90 minutes before participants arrive. Set up the registration desk and seating first, then test the laptop, projector, screen, HDMI cable, speaker and microphones before putting out coffee, tea and snacks.

Frequently asked questions

How far in advance should I invite people to a citizen panel meeting?: Send invitations at least two weeks before the meeting and set a clear registration deadline. Keep several days afterward for confirming attendance, checking requirements and sending the final reminder.
When should I collect accessibility and dietary requirements?: Collect both during registration, ideally no later than one week before the meeting. Review the answers before ordering or preparing catering and before finalizing the room layout.
How early should I arrive to set up a citizen panel meeting?: Plan to open the hall 60 to 90 minutes before the first participant arrives. Allow extra time if you need to arrange tables and chairs, prepare the registration desk or troubleshoot projection and sound.
When should I test the projector and microphones?: Test the laptop, projector, screen, HDMI connection, speaker and microphones during room setup, before participants arrive. Do a complete test at least 45 minutes before the start so you have time to replace a cable or change the layout.

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