Debate night checklist: what to arrange and when

A debate night needs more than a topic and a few speakers. You need a clear format, a moderator, enough time for registrations and questions, tested presentation equipment, and a room that works for both the audience and the panel. This checklist puts the preparation in order, from reserving the venue to checking microphones, name badges and the accreditation desk. Use it to spot the details that are easy to leave until the last day.

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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 debate topic
2 people
Define debate format
2 people
Reserve venue
Assign moderator
Invite debaters
2 people
Create a registration form
Send invitations
2 people
Hang up promotion
2 people
Process registrations
Collect debate questions
2 people
Create the program
2 people
Write out speaking rules
2 people
Reserve equipment
Collect dietary requirements
Brief debaters on the content
2 people
Send moderator briefing
Check the registration list
Prepare name badges
2 people
Print programs
Print debate cards
Do the shopping
2 people
Chill drinks
2 people
Collect presentations
Test laptop and presentations
2 people

Event

Prepare the accreditation desk
2 people
Ventilate room
Set up tables and chairs
4 people
Set up the stage table
2 people
Set up projector and screen
2 people
Test microphones and speakers
2 people
Hang up signage
2 people
Set up the catering buffet
3 people
Welcome speakers
2 people
Check speaker microphones
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Open the debate
Collect audience questions
2 people
Refill break drinks
2 people
Refill snacks
2 people
Close the debate
Arrange farewell and thank-you
2 people
See visitors out
2 people

Aftercare

Switch off the equipment
2 people
Clear catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the room
3 people
Put furniture back
4 people
Return equipment
2 people
Return venue keys
Return borrowed materials
2 people

What to bring

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

Furniture

Chairsqty 100
Tablesqty 10
Stage table
Speaker chairsqty 5
Changing room table

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 100
Coffee spoonsqty 100
Serving plattersqty 12

Catering

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Groceries

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 2
AA batteriesqty 12

Decorations

Name badgesqty 110
Tableclothsqty 10
Directional signsqty 8
Information boardsqty 4

Office supplies

Ballpoint pensqty 30
Notepadsqty 20
Clipboardsqty 6
Markersqty 12
Tapeqty 4
Scissorsqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broomqty 2
Trash binsqty 6
Hand brush and dustpanqty 2

Tips

Set the topic and debate format before inviting speakers. Your format determines the number of debaters, speaking rules, program length and the questions you need to collect.
Reserve the venue and equipment early enough to test everything before the doors open. Check the laptop, projector, projection screen, HDMI cables, wireless microphones, mixer, speakers and power connections in one complete run-through.
Send the moderator briefing and the debater briefing before the event, not during setup. Include the speaking rules, program order, expected timing and how audience questions will be handled.
Close registration before printing materials. Check the final registration list, prepare name badges and print the programs and debate cards only after you know the confirmed audience details.
Plan refreshments around the program rather than improvising at the venue. Chill drinks in advance, check dietary requirements, and set out coffee machines or kettles, cups, glasses, plates and serving platters before guests arrive.

Frequently asked questions

How far in advance should I organize a debate night?: Set the topic, format and venue at least 6 to 8 weeks before the event. That gives you time to invite debaters, process registrations, collect questions and prepare the program.
How many speakers do I need for a debate night?: The number depends on the format, but confirm the full speaker panel before sending invitations. Allow at least 10 to 15 minutes per speaker for briefing, microphone checks and seating before the debate starts.
When should I test the debate night equipment?: Test the laptop, presentations, projector, screen and microphones at least 2 hours before the audience arrives. Keep spare AA batteries, HDMI cables, extension cords and power strips available during the event.
When should I print the programs and debate cards?: Print them after registrations close and the program is final, usually 1 to 3 days before the debate. Prepare a small extra quantity for late registrations and damaged copies.

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