Dialogue evening checklist

A dialogue evening needs more than confirmed speakers and a room. You also need a clear registration process, dietary information, discussion questions and tested microphones before guests arrive. Use this checklist to work from the first invitations through to opening the venue. Allow extra time for room layout, presentation checks and the reception table so registration does not delay the start.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm speakers
Print the program
Prepare discussion questions
2 people
Make name badges
2 people
Check reservation
Test the equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out the run sheet

Event

Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Set up sound equipment
2 people
Test microphones
2 people
Set up presentations
Post discussion rules
Display snacks
2 people
Set out coffee and tea
2 people
Staff the registration desk
2 people
Register visitors
2 people
Hand out name badges
Guide the opening
Introduce speakers
Guide the first dialogue session
3 people
Refill drinks
2 people
Refill snacks
2 people
Serve the break buffet
3 people
Collect used dishes
2 people
Lead the second dialogue session
3 people
Collect questions from the audience
Guide the plenary closing session
2 people
Serve the last drinks round
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect waste
2 people
Wash dishes
3 people
Put furniture back
3 people
Dismantle technical equipment
2 people
Clean the venue
3 people
Pack supplies
2 people
Lock up the venue
2 people
Return borrowed items
2 people
Check leftovers

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Reception desk
Speaker table
Coat racksqty 2
Table linenqty 8

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 60
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10
Serving plattersqty 8

Equipment

Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Name badge holdersqty 60
Table décorqty 8
Welcome sign
Conversation rules postersqty 4

Lighting

Standing lampsqty 2
Mood lightingqty 4

Cleaning

Waste binsqty 4
Vacuum cleaner
Mopqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before buying snacks. A one-week deadline for replies gives you time to confirm numbers and adjust refreshments.
Confirm every speaker’s arrival time, presentation format and equipment needs at least 48 hours before the evening. Test the laptop, projector, screen, speakers and wireless microphones before guests enter.
Set up the reception table first, with name badges, the printed program and someone assigned to staff registration. This keeps arrivals moving while the room and refreshments are being finished.
Allow at least 60 minutes before the advertised start for opening and ventilating the venue, arranging tables and chairs, and laying out the run sheet. Keep extension cords and power strips away from walkways.
Prepare coffee, tea, chilled drinks and snacks close to the start time rather than several hours ahead. Use serving bowls and platters, and check that cups, glasses, plates and cutlery are available for the confirmed guest count.

Frequently asked questions

How early should I start planning a dialogue evening?: Start at least 3 to 4 weeks before the event. This gives you time to send invitations, process registrations, confirm speakers and collect dietary requirements before shopping and printing the program.
How much setup time does a dialogue evening need?: Plan for at least 60 minutes of venue setup, plus 30 minutes for equipment testing if presentations or microphones are used. Open the venue early enough to ventilate the room and resolve technical problems before registration begins.
When should I confirm speakers for a dialogue evening?: Confirm speakers no later than 48 hours before the event, including their arrival time, discussion role and presentation needs. Recheck the running order and discussion questions on the day itself.
How many drinks and snacks do I need for a dialogue evening?: Plan roughly 2 drinks per person for a short evening, with extra coffee and tea if the program includes a break. Buy snacks for the confirmed registration count plus about 10% so late confirmations or larger portions do not leave the table empty.

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