Community dialogue checklist

A community dialogue needs more than a room and a list of speakers. You need a clear purpose, a workable discussion format, confirmed facilitators, and enough time to process registrations and questions. This checklist takes you from setting the date through room setup, catering, presentations, and equipment testing. Use it to keep the public invitation, participant information, and on-the-day arrangements aligned.

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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

Set the date and purpose
2 people
Reserve venue
Create the program
2 people
Confirm speakers
2 people
Assign discussion facilitators
2 people
Write invitation text
Publish registration form
Send invitations
2 people
Reach out to neighborhood organizations
2 people
Publish reminder
Process registrations
2 people
Collect dietary requirements
Check accessibility
Collect participants' questions
2 people
Put together themed tables
3 people
Formulate discussion questions
2 people
Collect presentations
Check presentations
2 people
Print participant list
Prepare name badges
2 people
Print worksheets
2 people
Order catering
Do the shopping
2 people
Chill drinks
2 people
Test the equipment
2 people
Arrange keys and access
Check the weather forecast
Collect materials
3 people
Open venue
2 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up themed tables
3 people
Set up the reception table
2 people
Set up the presentation area
2 people
Set out coffee and tea
2 people
Set out snacks
2 people

Event

Staff the registration desk
2 people
Welcome participants
3 people
Hand out name badges
2 people
Explain the program
Handle the opening
Give the content presentation
2 people
Collect questions from the audience
2 people
Serve break drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Guide participants to the themed tables
3 people
Facilitate themed discussions
6 people
Record conversation notes
6 people
Open the buffet
2 people
Restock the buffet
3 people
Refill drinks
2 people
Answer follow-up questions
2 people
Identify priorities
3 people
Report the results in plenary
2 people
Explain the follow-up process
Answer final questions
2 people
See participants off
3 people

Aftercare

Collect tableware
3 people
Clear away food scraps
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Wash dishes
3 people
Clean the room
3 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
Thank participants
Develop meeting notes
3 people
Archive attendance list
Archive presentation materials
Report back the results
2 people
Return rental items
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Folding tablesqty 10
Chairsqty 80
Tableclothsqty 10
Registration desk
Speaker table
Waste binsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Presentation clicker
Mobile phoneqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Pitcherqty 6
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving traysqty 6
Bread knivesqty 3
Cutting boardsqty 3
Kitchen tongsqty 6
Measuring cupsqty 2

Decorations

Name badgesqty 80
Name badgesqty 12
Table signsqty 10
Program postersqty 6
Route arrowsqty 12
Information boardsqty 6
Pen holdersqty 10

Lighting

Standing lampsqty 4
Battery lanternsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6
Cleaning clothsqty 12
Hand soap dispensersqty 4

Catering

Coffeeqty 2
Groceries

Paper goods

Notepadsqty 80
Worksheetsqty 120
A4 printing paperqty 2
Flipchart padsqty 8
Presentation foldersqty 10

Writing supplies

Ballpoint pensqty 100
Markersqty 24
Markersqty 48
Pencilsqty 40
Erasersqty 20
Pencil sharpenersqty 10
Tape dispensersqty 6
Rolls of tapeqty 12
Writing clipboardsqty 20

Presentation

Flipchart markersqty 24
Post-it padsqty 30
Voting stickersqty 500
Pushpin traysqty 6
Pinsqty 100
Whiteboardqty 2
Whiteboard markersqty 12
Whiteboard erasersqty 2

Safety

Flashlightsqty 4
Batteriesqty 24
Cable matsqty 8
Non-slip matsqty 6
Warning signsqty 4

Tips

Set the purpose and discussion format before writing the invitation. Participants should know whether they will stay in one group, move between themed tables, or join facilitated discussions.
Confirm speakers and facilitators before publishing the registration form. Give each facilitator the discussion questions and allow time to review the running order and presentations.
Check accessibility and dietary requirements as soon as registrations open, then review both lists again one week before the event. Late changes can affect the room layout and catering order.
Plan the registration desk and name badges before participants arrive. Print the participant list and worksheets in advance, and keep extra copies available for last-minute registrations.
Test the projector, laptop, HDMI cable, microphones, speakers, and power connections at least 60 minutes before the start. Chill drinks and set out coffee equipment only after the room layout is finished.

Frequently asked questions

How far in advance should I organize a community dialogue?: Start planning at least 6 to 8 weeks before the event. This gives you time to reserve the venue, confirm speakers and facilitators, publish registration, collect questions, and order catering.
When should I send invitations for a community dialogue?: Send the first invitation 3 to 4 weeks before the event, then publish a reminder about 7 days beforehand. Close or review registrations 2 to 3 days before the event so you can print the participant list and confirm catering.
How many facilitators do I need for themed discussion tables?: Plan for 1 facilitator per discussion table, plus 1 spare person if you expect several tables or more than 40 participants. Brief facilitators at least 3 days before the dialogue and give them the final questions.
When should I test the equipment and prepare the room?: Finish the room layout at least 90 minutes before participants arrive and test the projector, microphones, speakers, and cables during that setup window. Keep 30 minutes free for replacing a cable, moving a table, or adjusting the sound.

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.