Debate night checklist: what to arrange and when

A debate night needs more than a topic and a few speakers. You need to coordinate the moderator, panelists, registrations, audience questions, catering, room layout, and technical equipment before guests arrive. This checklist puts the work in a practical order, from booking the venue to testing microphones and the projector. Use it to spot the details that are often left until the last hour, such as dietary requirements, name badges, signs, and a reliable timing setup.

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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 venue
Define the debate topic
2 people
Confirm Debate Moderator
Invite panelists
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize the program
2 people
Collect questions for the debate
2 people
Test the equipment
2 people
Order catering
Check supplies
2 people
Create route and room signs
Print programs
Prepare name badges
Do the shopping
2 people
Chill food and drinks
2 people
Prepare sandwiches
3 people
Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the debate arrangement
2 people
Set up the projector and screen
2 people
Connect microphones
2 people
Fully test technical setup
2 people
Set up coffee station
2 people
Set out snacks
2 people
Set up the reception table
2 people

Event

Welcome guests
3 people
Hand out programs
2 people
Open debate night
Monitor time and microphones
2 people
Serve coffee break
3 people
Refill drinks
2 people
Collect audience questions
2 people
Serve light meals
4 people
Moderate the second debate round
2 people
Handle the closing
See guests out
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Clear the hall
4 people
Wash dishes
2 people
Clean the room
3 people
Store Materials Safely
2 people
Return rental items
2 people

What to bring

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

Furniture

Chairsqty 90
Tablesqty 10
Speaker table
Lectern
Clothes racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Digital timer

Tableware

Drinking glassesqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Thermos flasksqty 5
Water jugsqty 8
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 10
Room signsqty 8

Office supplies

Name badge holdersqty 8
Pensqty 30
Notepadsqty 30
Flip chart
Flipchart markersqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the topic and confirm the moderator before inviting panelists. The moderator shapes the format, question flow, speaking order, and time limits, so these decisions should be settled before invitations go out.
Close registration with enough time to process dietary requirements and print the final materials. A practical deadline is at least 2–3 days before the debate, especially if catering quantities depend on attendance.
Test the complete technical setup in the actual room, not just the individual devices. Connect the laptop, projector, screen, speakers, microphones, HDMI cable, extension cords, and power strips, then run a full rehearsal before doors open.
Allow at least 60–90 minutes for room setup on the day. Chairs, tables, the speaker table, lectern, signs, name badges, and debate arrangement all need to be in place before panelists arrive.
Prepare food, drinks, and serving equipment before the audience enters. Chill drinks, prepare sandwiches, set out glasses and cups, and check coffee machines, thermos flasks, water jugs, plates, cutlery, and serving trays in one pass.

Frequently asked questions

How far in advance should I plan a debate night?: Start at least 4–6 weeks ahead if you need to book a venue, recruit panelists, and promote registration. Finalize the program and collect audience questions during the final 7 days.
How long before a debate should the room be set up?: Allow 60–90 minutes for furniture, signage, the debate arrangement, catering, and registration materials. Schedule the full technical test at least 30 minutes before guests arrive, with the moderator and speakers available if possible.
How many microphones do I need for a debate night?: Plan one microphone for the moderator and one for each person speaking at the same time. If audience questions are included, add a separate wireless microphone or allow time to pass one between speakers.
When should I print programs and prepare name badges?: Print programs and prepare name badges after registration closes and the panel lineup is final, usually 2–3 days before the event. Keep a small supply of blank badges and pens for late registrations or spelling corrections.

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.