Election debate checklist: what to arrange and when

An election debate needs more than confirmed candidates and a room. You must set the format, collect questions, prepare the moderator, coordinate press and test every microphone before guests arrive. This checklist covers the practical sequence, from confirming the date and inviting candidates to registration, catering, printed materials and the final equipment check. Use it to keep the debate on schedule and avoid last-minute gaps at the registration desk or on stage.

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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 location
2 people
Approach candidates
2 people
Set the debate topics
3 people
Assign moderator
2 people
Send invitations
2 people
Open the registration form
Send press invitations
Process registrations
2 people
Collect dietary requirements
Collect Visitor Questions
2 people
Check candidate information
2 people
Draw up debate rules
2 people
Finalize the program
2 people
Reserve equipment
Reserve furniture
Order catering
2 people
Assign volunteers
2 people
Prepare press list
Send directions
Make name badges
2 people
Print question cards
Print the program
Print the registration list
Test the equipment
2 people
Do the shopping
2 people
Setting up shelf-stable catering
2 people

Event

Open venue
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up debate tables
3 people
Connect the technical equipment
2 people
Set up the presentation screen
2 people
Lay out name badges
Set up registration desk
2 people
Set up the catering table
2 people
Receive candidates
2 people
Brief the moderator
2 people
Test microphones
2 people
Register visitors
3 people
Distribute program
2 people
Direct visitors to the hall
2 people
Open the debate
Introduce candidates
Guide the debate rounds
2 people
Collect audience questions
2 people
Serve drinks
2 people
Refill drinks
Serve snacks
2 people
Guide the press and candidates
2 people
Announce the closing
Guide visitors to the exit
2 people
Collect lost and found items
See off the candidates
2 people

Aftercare

Switch off equipment
2 people
Disconnect equipment
2 people
Dismantle furniture
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Lock up the venue
2 people
Return materials
2 people
Archive photos and recordings
Send thank-you message
Publish report

What to bring

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

Furniture

Chairsqty 110
Debate tablesqty 4
Registration desk
Catering tablesqty 3
Stoolsqty 6

Equipment

Wireless microphonesqty 5
Microphone standsqty 3
Audio mixer
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
HDMI cablesqty 3
USB sticksqty 2
Spare batteriesqty 20

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Forksqty 120
Pliersqty 6
Serving spoonsqty 6

Kitchen

Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Bottle openersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 10
Tableclothsqty 7
Directional signsqty 8
Program standsqty 4
Candidate boardsqty 10

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and location before approaching candidates, then give them a clear response deadline. Once the panel is confirmed, publish the topics, debate rules and final programme together so every candidate receives the same information.
Open registration early and process responses in batches. Collect dietary requirements with each registration, then prepare the printed registration list and name badges no later than the day before the debate.
Close visitor-question collection before the final programme is printed. Group similar questions, check candidate information, and print question cards with a few spare copies for the moderator.
Test the full audio and presentation setup in the actual room, including both wireless microphones, microphone stands, mixer, speakers, laptop, projector, screen and HDMI cables. Keep spare batteries, USB sticks, extension cords and power strips at the venue.
Assign volunteers to specific posts rather than asking everyone to help generally: registration, speaker support, room flow, catering and press. Set a briefing time at least 60 minutes before doors open and keep the press list, directions and programme at the registration desk.

Frequently asked questions

How far in advance should I invite candidates to an election debate?: Approach candidates as soon as the date and location are confirmed, ideally at least 6 to 8 weeks before the debate. Set a firm reply deadline so you still have time to finalize the topics, rules and programme.
When should registration close for an election debate?: Close registration 2 to 3 days before the event if you need an accurate guest list, name badges and dietary information. Keep a small number of places for late requests only if the room capacity allows it.
How long before the debate should the equipment be tested?: Run a complete room test on the day, at least 2 hours before doors open. Check every microphone, speaker, cable, power strip, projector and presentation file, then keep spare batteries and a backup USB stick nearby.
How many volunteers do I need for an election debate?: Plan for at least 4 volunteers for a small debate: two at registration, one supporting candidates and the moderator, and one handling room flow and catering. Add one press contact when media attendance requires separate coordination.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.