Debate night checklist

A debate night needs more than a topic and a few speakers. You need clear rules, a moderator, timed contributions, collected audience questions and a reliable registration process. Work backwards from the event so speaker information, presentation files, dietary requirements and technical checks are finished before guests arrive. This checklist also covers the practical setup: seating, the speaker area, registration desk, microphones, projector, coffee station and final room checks.

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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

Reserve the room
Define the debate topic
3 people
Approach speakers
2 people
Assign moderator
Draw up debate rules
2 people
Collect questions for the debate
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Send speaker information
Finalize the program
2 people
Prepare name badges
Print audience questions
Collect presentation files
Do the shopping
2 people
Inform the speakers again

Event

Open hall
2 people
Set up tables and chairs
4 people
Set up the speaker area
2 people
Connect the technical equipment
2 people
Test microphones and sound
2 people
Test presentation
Set up coffee station
2 people
Set up the registration table
2 people
Receive participants
3 people
Explain the program
Facilitate the debate
2 people
Keep track of time and speaking time
Collect audience questions
2 people
Submit questions to speakers
Refill drinks
2 people
Wrap up the debate
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
2 people
Switch off the equipment
2 people
Clear tables and chairs
4 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftovers
Send thank-you message

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Speaker tablesqty 2
Registration desk
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 3
Speakerqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Presentation clicker
Timer
Spare batteriesqty 8

Tableware

Coffee cupsqty 80
Glassesqty 80
Teaspoonsqty 80
Serving spoonsqty 6
Tableware cratesqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Small bowlsqty 12
Serving traysqty 4

Decorations

Tableclothqty 8
Name badge holdersqty 10
Directional signsqty 6
Program standsqty 4

Lighting

Standing lampsqty 4
Light extension cordsqty 2

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the topic, format and debate rules before approaching speakers. Include speaking times, audience question rules and how the moderator will handle interruptions, so every speaker receives the same information.
Open registration early enough to process names and dietary requirements before the final programme is printed. Prepare name badges and audience questions at least one day before the debate.
Ask speakers for presentation files before the event day, then test each file on the event laptop and projector. Bring the correct HDMI cable, a presentation clicker and spare batteries rather than relying on last-minute compatibility.
Arrive early enough to set up the speaker area, registration table and coffee station before doors open. Test every wireless microphone, the speaker, microphone stand, power strips and extension cords with the room full of furniture.
Keep the programme visible for the moderator and use a timer for each contribution. Make the final speaker reminder after the programme is fixed, including arrival time, room access, speaking order and the deadline for any changes.

Frequently asked questions

How far in advance should I organise a debate night?: Start at least 6 to 8 weeks before the event. Reserve the room first, then confirm the topic, approach speakers, assign the moderator and open registration before finalising the programme.
How many speakers do I need for a debate night?: Plan for 2 to 4 speakers for a manageable discussion, plus 1 moderator. With four speakers, set strict speaking times and allow at least 20 to 30 minutes for audience questions.
When should I collect presentation files from debate speakers?: Set the file deadline 2 to 3 days before the debate. Test every presentation on the event laptop and projector before doors open, and keep a backup copy available.
How early should I arrive to set up a debate night?: Allow at least 90 minutes for room setup and technical checks. Use that time to arrange tables and chairs, connect microphones, test sound and presentation playback, and prepare registration and refreshments.

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.