Debate night checklist: what to arrange and when

A debate night needs more than speakers and a room. You need a clear format, well-tested technical equipment, prepared questions and a registration process that captures dietary requirements. Start by fixing the debate structure and statements, then confirm the moderator and panel before opening registration. In the final week, collect presentations, test every connection and print the run sheet so volunteers know where to be and what to do.

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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 theme and debate format
2 people
Formulate debate statements
3 people
Contact debate moderator
Invite panelists
2 people
Confirm panel participation
Reserve venue
Check hall capacity
2 people
Check technical facilities
2 people
Create a registration form
Send invitations
2 people
Distribute promotional poster
2 people
Process registrations
Process registrations
Collect dietary requirements
Answer visitors' questions
Finalize the program
2 people
Print the run sheet
Prepare name badges
2 people
Prepare debate questions
2 people
Prepare ballots
2 people
Collect presentations
Technically test presentations
2 people
Order catering
Assign volunteers
2 people
Create signage
2 people
Do the shopping
2 people
Check groceries
2 people
Chill drinks
2 people
Prepare materials
2 people
Remind panelists

Event

Open hall
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the panel table
2 people
Set up the speaker table
2 people
Set up microphones
2 people
Connect the sound system
2 people
Connect presentations
2 people
Set up lighting
2 people
Set up the information table
2 people
Set up the registration table
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Lay out name badges
Welcome the debate moderator
Receive panelists
2 people
Brief panelists
2 people
Register participants
3 people
Guide visitors to the hall
2 people
Serve coffee and tea
3 people
Handle the opening
Explain debate rules
Facilitate the debate
2 people
Collect audience questions
2 people
Refill drinks
2 people
Serve snacks
3 people
Conduct audience voting
2 people
Process the results
2 people
Handle the closing
See off the panelists
2 people
See visitors out
2 people

Aftercare

Clear away food and drinks
3 people
Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Store microphones
2 people
Clear away presentation materials
2 people
Put the chairs back
4 people
Put the tables back
4 people
Clean the room
3 people
Check toilets
Remove signage
2 people
Take waste to the bins
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover stock
Register lost and found items
Archive participant list

What to bring

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

Furniture

Chairsqty 100
Tablesqty 12
Panel table
Speaker table
Stoolsqty 6
Registration desk
Information desk
Coat racksqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 3
Extension cordsqty 5
Power stripsqty 5
Spare batteriesqty 12
Power banksqty 2
Clicker
Timerqty 2
Wall clock
Voting clickersqty 100

Lighting

Standing lampsqty 4
Mood lightingqty 4
Spare bulbsqty 4

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 120
Cake platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 6

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving traysqty 6
Measuring cupsqty 2
Thermometer

Decorations

Tableclothsqty 12
Stage backdrop
Name card holdersqty 8
Pen holdersqty 4
Plantsqty 6
Postersqty 8
Directional signsqty 10
Poster puttyqty 4
Painter's tapeqty 6
Table signsqty 8

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Cleaning clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the format and debate statements before inviting panelists. A moderator can only prepare useful questions and timing once the number of speakers, rounds and voting method are fixed.
Check the venue’s capacity and technical facilities before sending invitations. Test the projector, screen, laptop, HDMI adapters, microphones, mixer and speakers together rather than checking each item separately.
Open registration as soon as the venue and panel are confirmed. Ask for dietary requirements in the form, then set a clear deadline for changes so catering quantities can be ordered without last-minute guesswork.
Prepare the event desk before doors open. Put name badges, signage, the registration list and information materials in one place, and keep spare batteries, power banks and extension equipment within reach.
Run a complete technical rehearsal with the actual presentations at least one day before the debate. Print the run sheet, prepare ballots or voting clickers, and check the timer and wall clock so the moderator can keep each section on schedule.

Frequently asked questions

How far in advance should I organise a debate night?: Start planning at least 6–8 weeks ahead. Confirm the venue, moderator and panel first; open registration only after those core details are secure.
When should I confirm debate panelists?: Invite panelists 6–8 weeks before the event and request final confirmation at least 3 weeks ahead. This gives the moderator time to prepare questions and the programme.
How long before a debate night should I test the equipment?: Do a full test at least 24 hours before the event, including presentations, microphones, projector, mixer, speakers and cables. Repeat a short sound and projection check 60–90 minutes before doors open.
When should I order catering for a debate night?: Order catering after registration numbers and dietary requirements are reviewed, usually 5–7 days before the event. Keep the final attendee count and dietary changes deadline in the registration information.

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.