Election debate checklist and planning guide

An election debate needs more than confirmed candidates and a room. You need a clear format, timed questions, working microphones, audience registration and a reliable way to keep the evening moving. Plan the moderator, debate rules and programme before inviting residents, then confirm technical and catering details during the final week. This checklist covers the full sequence, including the small jobs that are often left until the doors are about to open.

Organize this event for free with Lizzt

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
Book the moderator
2 people
Draw up debate rules
2 people
Create the program and schedule
2 people
Collect themes and questions
3 people
Collect questions from residents
2 people
Send invitations
3 people
Open online registration form
Process registrations
2 people
Collect dietary requirements
Order catering
2 people
Reserve equipment
2 people
Arrange consent for video recording
Invite the press and local media
2 people
Design signage
Prepare name badges
2 people
Prepare the presentation and timer
2 people
Collect candidate information
2 people
Create the final questionnaire
3 people
Confirm registrations
2 people
Send reminder
Do the shopping
3 people
Prepare snacks
3 people
Pick up the equipment
2 people
Pick up venue keys

Event

Open venue
2 people
Check the venue
2 people
Set up chairs
4 people
Set up debate tables
3 people
Set up the equipment
3 people
Test microphones
2 people
Test presentation
2 people
Hang decorations
3 people
Set up registration desk
2 people
Set up catering
3 people
Make coffee and tea
2 people
Briefing with volunteers
5 people
Receive candidates
2 people
Instruct candidates
3 people
Welcome visitors
4 people
Register attendance
3 people
Distribute program
2 people
Serve coffee and tea
3 people
Open the debate
Facilitate the debate
2 people
Keep track of time and speaking time
Collect audience questions
2 people
Refill drinks
2 people
Serve break snacks
3 people
Close the debate
See off the candidates
2 people
Lead the informal after-party
3 people
Serve the final drinks
2 people
Guide visitors to the exit
2 people

Aftercare

Switch off the equipment
2 people
Collect materials
4 people
Wash dishes
3 people
Sort waste
2 people
Clean the room
4 people
Put chairs and tables back
4 people
Remove decorations
2 people
Return equipment
2 people
Clear away leftover catering
2 people
Return rental items
2 people
Handle lost and found

What to bring

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

Furniture

Chairsqty 120
Debate tablesqty 4
Registration desk
Coffee tablesqty 3
Tableclothsqty 7

Equipment

Wireless microphonesqty 5
Microphone standsqty 4
Audio mixer
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Gaffer tapeqty 3
Presentation clicker
Digital timer
Rechargeable batteriesqty 12

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 6

Decorations

Name badge holdersqty 120
Name badgesqty 120
Table signsqty 8
Wayfinding signsqty 8
Flagsqty 12
Sticky tackqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 2
Vacuum cleaner
Mop set
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date and location before approaching candidates, then book the moderator early enough to help shape the debate rules and running order. Allow time to agree how long opening statements, audience questions and closing remarks will last.
Open registration as soon as the programme is stable. Use the form to collect attendance and dietary requirements, then send a confirmation and one reminder; close or review registrations before ordering catering.
Collect resident questions in advance and use them to build the final questionnaire. Group similar themes before the event so the moderator can move between topics without losing time.
Test every part of the presentation setup at least 24 hours before the debate. Check both wireless microphones, the audio mixer, speakers, laptop, projector, timer and clicker, and secure extension cords with gaffer tape.
Prepare the registration desk, name badges and signage before guests arrive. Keep spare rechargeable batteries available, and pick up the reserved equipment early enough to solve missing cables or power strips before the start time.

Frequently asked questions

How far in advance should I invite candidates to an election debate?: Approach candidates at least 6 to 8 weeks before the debate. This leaves time to confirm availability, agree the format, collect candidate information and publish a clear programme.
When should registration open for an election debate?: Open online registration once the date, location and basic programme are confirmed, usually 3 to 4 weeks beforehand. Review registrations weekly and send a reminder 3 to 5 days before the event.
How much catering do I need for an election debate?: Order food and drinks for the confirmed attendance rather than the room capacity, with around 10% extra for late additions. Collect dietary requirements during registration and give the caterer the final numbers at least 3 to 5 days ahead.
When should I test the microphones and projector?: Run a complete equipment test no later than the day before the debate, then check microphones, presentation files and the timer again 60 to 90 minutes before doors open. Keep spare batteries and cables at the registration or technical desk.

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.