Debate night checklist

A debate night depends on more than finding speakers and putting chairs in a room. You need a clear statement, a workable format, reliable microphones, timed registration and printed voting or question cards. Start with the topic and schedule, then secure the moderator, jury, venue and catering before opening registration. In the final week, confirm every speaker and volunteer, check dietary requirements, test the sound system and inspect the hall and toilets.

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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

Finalize topic and debate statement
2 people
Set up the debate format and schedule
2 people
Approach the debate moderator and jury
2 people
Invite speakers
2 people
Send invitations
2 people
Open the registration form
Reserve the venue and hall
Book catering
Reserve equipment and microphones
Create promotional text and program
2 people
Publish promotion online
Process registrations
Collect dietary requirements
Send speaker information
Collect Visitor Questions
Check registrations and dietary requirements
Print name badges and programs
2 people
Print debate questions and voting cards
Do the shopping
2 people
Gather equipment and materials
2 people
Confirm speakers and volunteers
Check the hall and toilets
2 people
Set up tables and chairs
4 people
Set up the stage table and speaking areas
2 people
Connect the sound system
2 people
Test microphones and presentation
2 people
Set up lighting and signage
2 people
Set up registration desk
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Prepare snacks and sandwiches
3 people
Give volunteers a briefing
3 people

Event

Welcome speakers
2 people
Register visitors
3 people
Hand out schedule and badges
2 people
Serve coffee, tea and water
2 people
Open the debate and explain the rules
Monitor timing and presentations
2 people
Collect audience questions
2 people
Refill snacks and drinks
2 people
Take care of the break
3 people
Distribute and collect voting cards
2 people
Close the debate and announce the result
Guide visitors to the exit
2 people

Aftercare

Store leftovers in the fridge
2 people
Collect and sort waste
3 people
Wash dishes and glasses
3 people
Turn off the sound equipment
2 people
Put the tables and chairs back
4 people
Clean the hall and restrooms
3 people
Remove decorations and signage
2 people
Inventory and pack materials
2 people
Return equipment and supplies
2 people
Send a thank-you message to the speakers

What to bring

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

Furniture

Chairsqty 65
Tablesqty 8
Stage table
Speaking tablesqty 2
Registration desk
Stoolsqty 6

Equipment

Wireless microphonesqty 4
Microphone standsqty 4
Audio mixer
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 12

Tableware

Coffee cupsqty 65
Glassesqty 65
Platesqty 65
Cutlery setsqty 65

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Scissorsqty 3
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Pitcherqty 3

Decorations

Tableclothsqty 8
Name badge holdersqty 8
Buntingqty 4

Lighting

LED lightsqty 4
Light cablesqty 2

Catering

Name badgesqty 70
Program flyersqty 70
Ballotsqty 70
Pensqty 30
Notepadsqty 10
Groceries

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2
Bucketsqty 3
Cleaning clothsqty 12
Toilet brushesqty 2

Tips

Set the debate format and schedule before inviting speakers. Include fixed speaking times, audience questions and voting so the moderator, jury and speakers receive the same information.
Reserve the hall and microphones early, then test the full audio chain before guests arrive. Check the wireless microphones, stands, mixer, speakers, laptop, projector and extension cords rather than assuming the venue has working equipment.
Open registration only after the programme and venue details are stable. Review registrations and dietary requirements at least 3 days before the event, and give the caterer the final numbers on the agreed deadline.
Send speakers their arrival time, speaking order, debate statement and practical information several days in advance. Confirm speakers and volunteers again 24 hours before the debate, including who handles the registration desk.
Prepare printed name badges, programmes, debate questions and voting cards before setup day. Lay out the registration desk, stage table, speaking areas and seating first, then connect and test the sound system before catering is served.

Frequently asked questions

How far in advance should I organise a debate night?: Start planning 6 to 8 weeks ahead if you need several speakers, a moderator, a jury and a public registration process. Reserve the venue and equipment first, then allow at least 3 weeks for invitations and promotion.
How many microphones do I need for a debate night?: Plan one microphone for each person speaking at the same time, plus one spare if possible. A panel with four speakers and one moderator therefore needs at least 5 working microphones, with stands or suitable table placement.
When should I close debate night registration?: Close registration 3 to 5 days before the event so you can check attendance, print name badges and programmes, and send final dietary numbers to catering. Keep a short waiting list if the room has a fixed capacity.
What should I check on the day of a debate night?: Arrive at least 2 hours before doors open to inspect the hall and toilets, arrange chairs and tables, set up the stage and speaking areas, and test every microphone. Keep 30 minutes before arrival free for troubleshooting.

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.