Democracy Day organising checklist

A Democracy Day needs more than a programme and a room. You need time to confirm permits, speakers, workshop places, registrations, dietary requirements and the equipment for presentations and voting activities. Work backwards from the event date so invitations and online promotion go out before the programme is final. On the day, allow time for room layout, sound checks, presentation testing, registration and information stands. This checklist brings those details together in a practical order.

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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 date and program
2 people
Reserve venue
Check permits
Book speakers and workshop leaders
2 people
Publish the program online
Send invitations
2 people
Open the registration form
Distribute promotional posters
3 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Organize workshop registrations
2 people
Send speaker information
Print the run sheet and contact list
Do the shopping
2 people
Check materials
2 people
Prepare name badges
2 people
Clean the room
3 people
Set up tables and chairs
4 people
Set up a stage-free presentation space
3 people
Connect sound equipment
2 people
Test presentations
2 people
Build the voting booth
2 people
Set up information stands
3 people
Hang decorations
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the registration table
2 people
Give volunteer briefing
3 people

Event

Register visitors
3 people
Welcome and explain the program
Staff information booths
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Support voting assistance and booths
2 people
Facilitate the debate workshop
2 people
Facilitate the fake news workshop
2 people
Moderate the panel discussion
3 people
Refill drinks
2 people
Empty trash bins
2 people
Pass around the microphones
Announce evening program
Facilitate the audience debate
3 people
Give a thank-you speech
See visitors out
3 people

Aftercare

Clean up catering
3 people
Turn off the sound equipment
2 people
Remove decorations and signage
3 people
Put tables and chairs back
4 people
Wash dishes
3 people
Clean the room
3 people
Sort and dispose of waste
2 people
Pack up materials
3 people
Return borrowed items
2 people
Store leftovers
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
High tablesqty 6
Registration desk
Coat rackqty 2

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Power banksqty 3

Tableware

Reusable glassesqty 120
Coffee cupsqty 100
Coffee spoonsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 12
Measuring cupsqty 2

Decorations

Buntingqty 8
Dutch flagsqty 4
Tableclothsqty 12
Flower arrangementsqty 6
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Program boardsqty 6
Sticky tackqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Batteriesqty 24

Catering

Voting booth
Ballot box
Ballot formsqty 150
Voting markersqty 20
Information leafletsqty 250
Notepadsqty 30
Ballpoint pensqty 60
Flip chartsqty 4
Flip chart sheetsqty 4
Markersqty 24
Color cardsqty 300
Voting stickersqty 300
Groceries

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 4
Towel rollsqty 8
Toilet paperqty 24

Tips

Set the programme and venue before opening registration. Confirm the date, reserve the room and check permit requirements first; otherwise you may advertise details that still change.
Open the registration form as soon as the core programme is ready, ideally several weeks before Democracy Day. Collect dietary requirements during registration and close workshop sign-ups once each session reaches its planned capacity.
Send speakers and workshop leaders a clear information pack at least 7 days before the event. Include arrival time, session length, room arrangement, presentation format and a contact number for the day.
Test the complete presentation setup before guests arrive, not just the laptop. Check the projector, screen, active speakers, microphones, mixer, extension cords and power strips, then keep power banks available for registration and staff phones.
Plan the final setup in timed blocks: clean and arrange the room, prepare name badges and the registration table, build the voting booth, set up information stands, then test presentations. Print the run sheet and contact list so the team is not dependent on one laptop or phone.

Frequently asked questions

How far in advance should I organise a Democracy Day?: Start planning at least 8 weeks before the event. Use the first 2 weeks to confirm the date, venue, permits, programme and speakers, then open registration and promotion once those details are stable.
When should I send Democracy Day invitations?: Send the first invitations 4 to 6 weeks before Democracy Day, with the registration link and programme. Send a reminder 7 days before the event, including arrival information and any workshop booking details.
How many microphones do I need for Democracy Day?: Plan one microphone for the main speaker and at least one spare wireless microphone for questions or a second speaker. Test every microphone with the active speakers and mixer before doors open, allowing at least 30 minutes for troubleshooting.
When should I prepare the Democracy Day room?: Complete the main room setup on the day, 2 to 3 hours before registration opens. Arrange tables and chairs, create the presentation space, place the registration and information stands, set up the voting booth, and finish equipment testing at least 30 minutes before guests arrive.

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