Election debate checklist: what to arrange and when

An election debate needs more than a room and a list of candidates. You need confirmed participation, a clear format, balanced speaking times, audience questions and equipment that works before the doors open. This checklist takes you from booking the venue to printing badges and testing microphones. Use it to keep the public-facing details, candidate coordination and event-day logistics on one timeline.

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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

Reserve venue
Confirm date and times
2 people
Set the debate format
3 people
Book the moderator
Approach participating parties
2 people
Confirm party participation
2 people
Register candidates and contacts
Draft invitations
2 people
Send invitations
2 people
Open online registration form
Publish the promo message
2 people
Send press invitation
Process registrations
Collect dietary requirements
Check accessibility
Collect Visitor Questions
2 people
Select debate questions
3 people
Develop the run sheet
2 people
Schedule speaking times
2 people
Share the rules with candidates
Test the equipment
2 people
Order catering
Prepare printed materials
2 people
Print attendance list
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Pick up venue keys
Receive deliveries
2 people
Check the Venue
2 people
Set up the stage layout
3 people
Set up tables
3 people
Set up chairs
3 people
Connect the technical equipment
2 people
Test microphones
2 people
Test presentations
2 people
Set up signage
2 people
Set up the reception desk
2 people
Set up the catering buffet
3 people

Event

Receive candidates
2 people
Instruct candidates
2 people
Welcome visitors
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Host the opening round
2 people
Facilitate the theme debate
3 people
Collect audience questions
2 people
Keep track of time
Operate equipment
2 people
Refill drinks
2 people
Serve snacks
2 people
Announce break
Restock break buffet
2 people
Lead the final round
2 people
Handle the closing
2 people
See the audience out
2 people
See off the candidates

Aftercare

Collect materials
3 people
Switch off the equipment
2 people
Wash dishes
3 people
Separate waste
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Check toilets
Hand over the venue
2 people
Return keys
Return borrowed items
2 people
Archive photo and video materials
Process attendance data
Send thank-you message

What to bring

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

Furniture

Debate tablesqty 3
Tables for reception and cateringqty 4
Audience chairsqty 120
Candidate chairsqty 12
Bar stoolsqty 4
Coat racksqty 2

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop
Presentation screen
HDMI cablesqty 3
Timerqty 2
Power banksqty 4

Lighting

LED panelsqty 4
Standing lampsqty 2

Tableware

Water glassesqty 140
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 140
Forksqty 140
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Tongs and spatulasqty 6
Corkscrewqty 2
Waste binsqty 6

Decorations

Debate backdrop
Tableclothsqty 7
Stage name signsqty 8
Candidate name signsqty 8
Wayfinding signsqty 8
Program postersqty 10
Cable traysqty 8
Coat hangersqty 120

Catering

Groceries

Office supplies

Name badgesqty 140
Badge holdersqty 140
Clipboardsqty 10
Ballpoint pensqty 40
Notepadsqty 30
A4 paperqty 2
Markersqty 8
Paper tapeqty 6
Permanent markersqty 8
Envelopesqty 150

Print materials

Programsqty 140
Event profilesqty 120
Question cardsqty 30
Route mapsqty 20
Participant listsqty 4
Evaluation formsqty 120

Cleaning

Dustpan and brushqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning glovesqty 6
Plastic cratesqty 8

Safety

Cable matsqty 8
Flashlightsqty 3
Batteriesqty 12
Emergency exit signsqty 4

Tips

Confirm the venue, date and start and finish times before inviting parties. Allow at least 60 minutes before the advertised start for seating, registration, sound checks and candidate briefing.
Set the format before candidates confirm. Decide how many opening statements, questions, replies and closing statements each candidate gets, then share the rules and speaking times in writing.
Close audience registration early enough to process names, accessibility needs and dietary requirements. Print the attendance list and prepare name badges before event day rather than during reception.
Collect visitor questions in advance and select a final set before writing the run sheet. Keep reserve questions ready in case a topic is withdrawn or a candidate does not answer within the agreed time.
Test every microphone, speaker, mixer, laptop, presentation screen and HDMI connection with the actual room layout. Check extension cords and power strips, and keep a timer and power banks at the moderator’s table.

Frequently asked questions

How far in advance should I invite parties to an election debate?: Send the first invitation at least 6 to 8 weeks before the debate. Set a clear confirmation deadline, then follow up with non-responding parties after 7 days so you can publish the participant list on time.
When should I close registration for an election debate?: Close online registration 2 to 3 days before the event if you need a printed attendance list and name badges. Keep a small number of places for late registrations and record them separately at reception.
How much time should I allow for an election debate sound check?: Allow at least 60 minutes before doors open for the sound check. Test each wireless microphone, microphone stand, speaker, mixer, laptop and presentation connection from the places where candidates and the moderator will actually sit.
How do I make sure candidates get equal speaking time?: Put every speaking slot in the run sheet before the event, including opening and closing statements and audience questions. Use a visible timer and have the moderator enforce the same limit for every candidate.

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