Debate night checklist and organising plan

A debate night needs more than a topic and a few speakers. You need a clear sequence for confirming the venue, inviting and registering guests, preparing questions, and testing the microphones and presentation before doors open. The room layout also affects the discussion: allow space for speaking tables, the moderator, registration and audience seating. This checklist takes you from the first planning decisions through catering, setup and the final clean-up.

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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 date and location
Set debate topic
2 people
Approach speakers
2 people
Assign moderator
Reserve equipment
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Collect speaker information
Prepare debate questions
2 people
Develop the run sheet
Confirm speakers' attendance
Order catering
Prepare name badges
Print programs
Do the shopping
2 people
Open venue
2 people
Clear and clean the hall
3 people
Set up chairs
4 people
Set up tables and debate seating
3 people
Connect the technical equipment
2 people
Test microphones
2 people
Test presentation
Set out coffee and tea
2 people
Set up registration desk
2 people
Hang up signage
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Hand out programs
2 people
Open the debate
Facilitate the debate
2 people
Refill drinks
2 people
Serve break snacks
3 people
Collect questions from the audience
2 people
Moderate audience questions
Close the debate
See off speakers

Aftercare

Collect waste
3 people
Wash dishes
2 people
Clear the hall
4 people
Clean the venue
3 people
Disconnect equipment
2 people
Check materials
Return equipment
2 people
Send visitor thank-you gifts
Send speaker thank-you note

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Speaking tablesqty 2
Registration desk
Stoolsqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Digital timer

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving jugsqty 3

Decorations

Name badge holdersqty 12
Tableclothsqty 8
Information boardsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the date and venue before approaching speakers, then allow at least two weeks for invitations and registration. This gives you time to collect dietary requirements and replace anyone who cannot attend.
Prepare the programme, debate questions and run sheet before the event week. Share the programme once the speakers, moderator and timings are confirmed, rather than publishing a schedule that may still change.
Test every microphone, cable, mixer, laptop and projector at the venue on the day. Keep at least 30 minutes between technical testing and guest arrival so faults can be fixed without an audience waiting.
Set up the room with the registration desk, name badges and information boards before opening the doors. Put coffee, tea, cups and serving equipment out at least 15 minutes before guests arrive, especially if refreshments are available on arrival.
Plan the close as carefully as the opening: allow 30–45 minutes to clear tables, collect equipment, remove waste and clean the hall. Assign these jobs in advance so the moderator and speakers are not left to handle everything.

Frequently asked questions

How far in advance should I organise a debate night?: Start planning at least 4–6 weeks before the event. Confirm the venue and topic first, then approach speakers, open registration and publish the programme once attendance and timings are settled.
How many speakers do I need for a debate night?: A practical format is 2–4 speakers plus 1 moderator. Fewer than two speakers limits the exchange, while more than four usually requires tighter speaking times and a detailed run sheet.
How long should a debate night last?: Allow around 90–120 minutes for the debate itself, with an additional 30 minutes for arrival, registration and refreshments. Build short transitions into the run sheet for introductions, questions and closing remarks.
When should I test the microphones and projector?: Test the complete technical setup on the event day, at least 30 minutes before guests arrive. Check each wireless microphone, presentation file, HDMI connection, power strip and the projected image from the audience seating.

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