Distributor Day planning checklist

A Distributor Day brings together registration, presentations, catering and practical information for a group of attendees. Start by confirming the date, programme and venue, then work backwards from the event to manage invitations, registrations, dietary requirements and transport details. The final week is for closing the attendee list, checking presentations, confirming deliveries and testing the equipment. On the day, allow time to open the venue, receive deliveries and set up registration before guests arrive.

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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

Confirm date and program
2 people
Reserve the venue and hall
Book catering
Reserve audiovisual equipment
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Collect transport information
Send parking information
Finalize the program
2 people
Confirm speakers
Collect presentations
Check presentations
2 people
Close the participant list
Make name badges
2 people
Arrange the table layout
2 people
Print the run sheet
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Test the equipment
2 people
Open venue
2 people
Receive deliveries
2 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Place the stage table
2 people
Load presentations
2 people
Test microphones
2 people
Set up lighting
2 people
Hang up decorations
3 people
Chill drinks
2 people
Set up coffee station
2 people
Set up buffet
4 people
Set out snacks
3 people
Prepare technical backup
Briefing for reception team
Brief catering team

Event

Staff registration
3 people
Welcome guests
3 people
Serve welcome drinks
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Open the presentation
Guide speakers
Present presentations
Manage microphones
Serve snacks
3 people
Refill drinks
2 people
Clear away dishes
2 people
Restock break buffet
3 people
Moderate the Q&A
Prepare the networking area
3 people
Serve snacks
3 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Serve coffee after dinner
2 people
Provide a farewell greeting
2 people
See off guests
3 people
Collect lost and found items

Aftercare

Pack leftovers safely
3 people
Take down the buffet
4 people
Wash glasses and tableware
3 people
Collect waste
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Turn off audiovisual equipment
2 people
Pack up materials
3 people
Clean the room
4 people
Check sanitary facilities
2 people
Lock up the venue
2 people
Return rental items
2 people
Store leftover groceries
2 people
Process deposits and keys
Send thank-you message
Archive presentations
Collect expenses and invoices

What to bring

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

Furniture

Tablesqty 12
Chairsqty 72
Buffet tablesqty 4
Registration desk
Bar stoolsqty 8
Coat racksqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutleryqty 80
Serving utensilsqty 16

Kitchen

Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 3

Lighting

Standing lampsqty 4
Mood lightingqty 6

Decorations

Company bannersqty 3
Table runnersqty 12
Flower arrangementsqty 8
Menusqty 12
Name badgesqty 6
Directional signsqty 8
Photo backdrop

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries

Tips

Confirm the programme and speakers before sending invitations. Attendees need the correct start time, session order and speaker details when they register.
Close registrations early enough to create name badges, a seating plan and catering numbers. Send a separate message with parking and transport information once those details are confirmed.
Collect dietary requirements and transport information during registration, not at the venue. Give the caterer the final numbers before ordering food and drinks.
Test the projector, screen, laptop, presentation clicker and wireless microphones together. A presentation can work on its own while still failing when connected to the room’s audiovisual equipment.
Create a printed run sheet for the organiser and confirm every delivery before opening the venue. Keep the registration table, badges and attendee list ready before the first arrival.

Frequently asked questions

How far in advance should I send Distributor Day invitations?: Send the invitations around 6 to 8 weeks before Distributor Day. Set the registration deadline at least 10 to 14 days before the event so you have time to confirm catering, badges, seating and transport details.
When should I finalise the Distributor Day attendee list?: Close the attendee list 5 to 7 days before the event. Use the final list to make name badges, prepare registration and send the caterer the confirmed number of meals, including dietary requirements.
How early should I test the equipment for Distributor Day?: Test the projector, screen, laptop, clicker and microphones at least one day before the event if possible. Run the test in the actual room and repeat a quick sound and presentation check when the venue opens.
How many drinks should I plan for Distributor Day?: For the first hour, plan on two to three drinks per attendee, then about one drink per person per hour. Add water glasses and allow extra coffee, tea and water for registration and presentation breaks.

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.