Discussion evening checklist

A discussion evening runs smoothly when the content, speakers and practical details are locked in at the right time. Start with the date, venue and moderator, then build the programme and panel questions before invitations go out. In the final week, confirm dietary requirements, presentations, catering and equipment. On the day, allow time to arrange the chairs in a circle, prepare registration and test every microphone, cable and presentation connection.

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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
Book the moderator
Invite speakers
2 people
Develop discussion topics
3 people
Create Questions for the Panel
2 people
Send invitations
2 people
Open the registration form
Publish the promo message
2 people
Process registrations
2 people
Collect dietary requirements
Send speaker information
Test the equipment
2 people
Order catering
Create final participant list
2 people
Prepare name badges
2 people
Print the program
Do the shopping
2 people
Collect speaker presentations
Open room
2 people
Check the venue
2 people
Set up tables
4 people
Arrange chairs in a circle
4 people
Set up registration desk
2 people
Lay out name badges
Set up the presentation equipment
2 people
Test microphones
2 people
Chill drinks
2 people
Set up coffee station
2 people
Set out snacks
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Welcome speakers
Announce the opening
Moderate the panel discussion
2 people
Refill drinks
2 people
Serve snacks
2 people
Collect questions from the audience
2 people
Lead the break
2 people
Guide workgroups
5 people
Share results in plenary
2 people
Announce the closing
See visitors out
2 people

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the room
3 people
Return borrowed items
2 people
Store leftover materials
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 70
Foldable tablesqty 10
Speaker table
Registration desk
Tableclothsqty 10

Equipment

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

Tableware

Glassesqty 80
Coffee cupsqty 70
Platesqty 80
Forksqty 80
Napkin holderqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 8
Scissorsqty 2
Tapeqty 4
Pensqty 30
Notepadsqty 70
Flip chart
Flipchart markersqty 12
Question cardsqty 100

Decorations

Name badgesqty 70
Program cardsqty 80
Directional signsqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 6

Catering

Groceries

Tips

Set the date, venue and moderator before inviting speakers. Give yourself at least 6–8 weeks to confirm the programme, panel participants and room layout.
Write the discussion topics and panel questions before publishing the invitation. Prepare 6–10 questions, including 2–3 follow-ups, so the moderator can keep the conversation moving.
Close registration 3–5 days before the event and use the final participant list to check name badges, printed programmes, dietary requirements and catering quantities.
Collect speaker presentations no later than 24 hours before the discussion. Test each file on the event laptop and check the projector, screen, HDMI cable, clicker and wireless microphones together.
Open the room 90 minutes before guests arrive. Set the chairs in a circle, prepare the registration desk and name badges, then leave at least 30 minutes for an equipment and sound check.

Frequently asked questions

How far in advance should I plan a discussion evening?: Start planning 6–8 weeks ahead. That gives you time to reserve the venue, confirm the moderator and speakers, develop the questions, open registration and arrange catering.
When should I send invitations for a discussion evening?: Send the first invitation 3–4 weeks before the event, once the date, venue and main programme are confirmed. Send a reminder 5–7 days before registration closes.
How many questions should a discussion panel have?: Prepare 6–10 main questions for a 60–90 minute discussion, plus 2–3 follow-up questions. This leaves room for audience questions and answers that take longer than expected.
When should I test the equipment for a discussion evening?: Do a full test on the day before the event and repeat a short check 60–90 minutes before guests arrive. Test the laptop, projector, HDMI cable, clicker, microphones, speakers, extension cords and power strips as one setup.

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.