Consultation meeting checklist

A consultation meeting needs more preparation than booking a room and sending an invitation. You need a clear purpose, a timed programme, the right speakers and a registration process that captures dietary and accessibility needs. This checklist takes you from the first planning decisions through room setup, equipment testing, participant materials and feedback. Use it to keep the meeting on schedule and avoid last-minute work such as printing handouts, labelling badges or finding the HDMI cable.

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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

Define the goal and target audience
2 people
Create the program and schedule
2 people
Reserve a room
Book speakers and facilitators
2 people
Assemble information pack
2 people
Send invitations
2 people
Open the registration form
Process registrations
Send reminder to invitees
Collect dietary requirements
Check accessibility needs
Update participant list
Prepare name badges
2 people
Complete the presentation
2 people
Select questions and statements
2 people
Prepare feedback forms
Print handouts
2 people
Create the route and signage
Order catering and dietary options
Test the equipment
2 people
Do the shopping
2 people
Check room and facilities
2 people
Distribute materials per table
2 people
Open venue
2 people
Ventilate room
Set up tables and chairs
3 people
Set up the reception table
2 people
Set up the presentation equipment
2 people
Set up coffee station
2 people
Chill drinks
Set out snacks and fruit
2 people
Lay out materials
2 people
Hold a team briefing
4 people

Event

Staff the registration table
2 people
Receive participants
2 people
Hand out name badges
Serve coffee and tea
2 people
Welcome and explain the program
Deliver the presentation
Collect questions from the audience
2 people
Facilitate discussion tables
5 people
Make notes by table
5 people
Refill drinks
Refill snacks
Facilitate the plenary debrief
2 people
Record Action Items and Responses
2 people
Hand out feedback forms
Explain the farewell and next steps
Collect Feedback Forms
See participants off
2 people

Aftercare

Pack leftover catering
2 people
Collect and sort waste
2 people
Wash dishes and glasses
2 people
Clear tables and chairs
3 people
Disconnect the presentation equipment
2 people
Clean the room
3 people
Check and clean the restrooms
Lock up the venue
2 people
Return materials
2 people
Work Out Minutes and Input
2 people
Thank participants
Send summary to participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Flip chartqty 2
Flipchart markersqty 12
Markersqty 30
Timerqty 2

Office

Name badge holdersqty 50
Notepadsqty 50
Ballpoint pensqty 60
Sticky notesqty 12
A4 paperqty 2
Foldersqty 50
Envelopesqty 60
Directional signsqty 12

Decorations

Tableclothqty 8
Flower arrangementsqty 4
Table name signsqty 8

Refrigeration

Coolersqty 3

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Bucketsqty 2
Mopsqty 2

Catering

Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving tongsqty 6
Tea boxesqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Water dispensersqty 2

Tips

Set the objective and audience before writing the programme. A clear goal makes it easier to choose speakers, prepare questions and decide which information belongs in the participant pack.
Open registration as soon as the invitation is ready, then review the list at least twice: once to collect dietary and accessibility requirements, and again before printing name badges and handouts.
Finish the presentation, questions and feedback forms several days before the meeting. This leaves time to check timings and make copies instead of editing while participants are arriving.
Test the laptop, projector, projection screen, HDMI cable, microphone and power setup in the actual room before the meeting. Bring extension cords and power strips because a working socket is rarely where the equipment is placed.
Prepare the room in a fixed sequence on the day: check facilities and ventilation, place tables and chairs, distribute folders and stationery, add directional signs, then test the presentation once more before opening the venue.

Frequently asked questions

How far in advance should I send consultation meeting invitations?: Send invitations at least 3 to 4 weeks before the meeting, especially if people must register or arrange travel. Close registration early enough to update the participant list and order catering for the confirmed number.
When should I collect dietary and accessibility requirements?: Ask for both requirements on the registration form from the start. Review the responses 7 to 10 days before the meeting, then confirm the catering and room setup before finalising the orders.
How long before a consultation meeting should I test the equipment?: Test the laptop, projector, microphone and connections at least 2 to 3 days beforehand in the meeting room. Repeat a short check 30 to 60 minutes before opening the venue.
What should I prepare for participants at a consultation meeting?: Prepare name badges, folders, the information pack, handouts, notepads, pens and feedback forms for the confirmed participant count, plus a small spare quantity. Put the materials at each table before participants enter.

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