Debt Advice Evening Checklist

Use this checklist to organise a debt advice evening in a clear order, from confirming speakers to welcoming visitors at the registration desk. It covers the details that are easy to overlook, including dietary requirements, printed forms, private advice corners and tested presentation equipment. Plan the room so people can move from registration to the hall without confusion, while conversation tables and office chairs give visitors a suitable place to talk. Finish the setup before guests arrive so advisers are ready from the first conversation.

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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

Set the schedule and times
2 people
Confirm speakers and guides
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send registration confirmations
Reserve the venue and room layout
Collect presentation materials
2 people
Print handouts and forms
2 people
Check participant list
Do the shopping
2 people
Keep chilled products cool
Bring materials to the venue
2 people
Check the Venue
2 people
Set up tables and chairs
3 people
Set up advice corners
3 people
Connect presentation equipment
2 people
Set up registration desk
2 people
Lay out handouts
2 people
Prepare coffee and tea
2 people
Chill drinks
Set up catering
2 people
Test technology and presentation
2 people

Event

Handle reception and registration
3 people
Guide visitors to the hall
2 people
Serve coffee and tea
2 people
Deliver welcome presentation
Lead the information session
2 people
Moderate the Q&A
2 people
Refill snacks and drinks
2 people
Facilitate one-on-one conversations
5 people
Hand out additional information
2 people
Finalize attendance list
See visitors off
2 people

Aftercare

Store leftovers in the fridge
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Disconnect equipment
2 people
Collect waste
2 people
Clean the hall and kitchen
3 people
Return borrowed materials
2 people
Send follow-up information

What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Registration desk
Conversation tablesqty 5
Office chairsqty 10
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Power banksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Teaspoonsqty 60
Forksqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving plattersqty 6
Pliersqty 4
Cutting boardsqty 2

Office

Name badgesqty 60
Pensqty 40
Clipboardsqty 10
Notepadsqty 40
Flip chart
Flipchart markersqty 6
Tapeqty 3
Scissorsqty 2
Document foldersqty 60
Information leafletsqty 100

Lighting

Table lampsqty 5

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the schedule before sending invitations, then confirm speakers and guides early enough to collect their presentation materials and prepare the programme.
Close registrations with enough time to check the participant list, send confirmations and collect dietary requirements before buying food and drinks.
Create separate advice corners with conversation tables and office chairs rather than relying on the main seating area; visitors may need a quieter, more private conversation.
Test the laptop, projector, projection screen, HDMI cable and wireless microphone at the venue before doors open. Pack extension cords, power strips and power banks as a backup.
Set up the registration desk with name badges, pens, clipboards and notepads, and place handouts and forms where visitors can take them without blocking the entrance.

Frequently asked questions

How far in advance should I organise a debt advice evening?: Set the date, schedule and venue at least 4 weeks in advance. Confirm speakers and guides before invitations go out, and allow the final week for registrations, dietary requirements, printing and equipment checks.
How should I set up a debt advice evening room?: Use a registration desk at the entrance, a clear route to the hall, and separate conversation tables with office chairs for advice corners. Complete the room layout and technology test at least 60 minutes before visitors arrive.
What refreshments do I need for a debt advice evening?: Prepare coffee and tea with cups, teaspoons, kettles or a coffee maker, plus glasses, plates, forks and chilled drinks. Keep chilled products in coolers until serving and finish the catering setup at least 30 minutes before the start.
When should I print forms and handouts for a debt advice evening?: Print the required handouts and forms after the programme and presentation materials are final, ideally 2 to 3 days before the event. Keep a small spare stack at the registration desk in case more visitors attend than expected.

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