Election Results Evening Checklist

An election results evening has a tight schedule: guests arrive, sources update throughout the night, and presentations must work when attention is highest. This checklist covers the planning sequence from booking the venue and sending invitations to checking press access, preparing graphics, and setting up the room. Allow time for registration, dietary requirements, catering, drinks, name badges, press kits, technical tests, and clear walking routes. Use it to keep the evening organised while results develop.

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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
Set the date and program
2 people
Reserve equipment
Draft invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Print guest list
Check the press list
Check election result sources
2 people
Set up presentations and graphics
2 people
Create the site map and walking routes
Place catering order
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Collect materials
2 people
Make name badges
2 people
Compile press kits
2 people
Pick up venue keys
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Build the catering buffet
3 people
Set up coffee station
2 people
Set up the equipment
3 people
Connect the screens
2 people
Test microphones
2 people
Test internet connection
2 people
Open results page
Hang up signage
2 people
Hang decorations
2 people
Clear emergency routes
2 people

Event

Staff the reception desk
2 people
Register guests
2 people
Welcome the press
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Present Program
Start live broadcast
2 people
Show preliminary results
2 people
Update interim results
2 people
Provide analysis and interpretation
2 people
Guide speakers
Collect questions from the audience
Guide photo moments
Empty trash bins
2 people
Collect glasses and tableware
2 people
Present final results
2 people
See off guests
2 people

Aftercare

Switch off the equipment
2 people
Dismantle technical equipment
3 people
Clean up catering
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Sort and remove waste
2 people
Clean the room
3 people
Remove decorations
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Return rental equipment
2 people
Archive photo and video materials
Archive results files

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
High tablesqty 6
Coat racksqty 2
Bollardsqty 8

Equipment

Laptopsqty 3
Screensqty 3
Projector
Projection screen
Wireless microphonesqty 3
Audio mixer
Speakersqty 2
Webcam
HDMI cablesqty 5
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Wi-Fi router
USB sticksqty 4

Lighting

LED lightsqty 6
Table lampsqty 4

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving plattersqty 12
Serving traysqty 8
Serving tongsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Ice packsqty 16
Can openersqty 2

Catering

Water jugsqty 6
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cookie tinsqty 4
Groceries

Decorations

Municipal flagsqty 2
Dutch flagsqty 2
Tableclothsqty 8
Name badge holdersqty 70
Photo backdrop
Directional signsqty 8
Program standsqty 4

Office

Registration formsqty 100
Name badgesqty 80
Pensqty 30
Clipboardsqty 10
Notepadsqty 20
A4 paperqty 2
Printers
Printer toner cartridgesqty 2
Presentation foldersqty 40
Paper tapeqty 4
Scissor setsqty 3
Rolls of tapeqty 6
Whiteboardsqty 2
Whiteboard markersqty 12

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Toilet brushesqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Safety

Flashlightsqty 4
Safety vestsqty 6
First aid kits
Fire extinguishersqty 2

Tips

Set the date, programme and result-checking schedule before invitations go out. Build in time for registration and late updates rather than starting the presentation as soon as guests arrive.
Confirm registrations several days before the event, then print the guest list and prepare name badges. Keep dietary requirements with the catering order so they are not lost in a separate inbox.
Test every presentation screen, projector, laptop, microphone, speaker and HDMI connection before guests arrive. Bring spare power banks, extension cords and USB sticks, and check the Wi-Fi router before the first result update.
Prepare the press list and press kits at least one day in advance. Mark the press area and walking routes on the site map so photographers, speakers and guests do not block registration or catering.
Collect the venue keys early enough to ventilate the room and arrange tables, chairs, registration furniture, buffet tables and coat racks before arrival. Chill drinks and finish snacks before doors open, not during the first presentation.

Frequently asked questions

How far in advance should I plan an election results evening?: Book the venue and set the programme at least 4 to 6 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, then confirm the final guest list several days before the event.
How many drinks should I prepare for an election results evening?: Plan around 2 to 3 drinks per guest for the first hour, then about 1 drink per person per hour. Add coffee, tea and water, and chill the first supply before guests arrive.
When should I test the AV equipment for election night?: Complete a full technical test on the day, at least 2 hours before doors open. Check the projector, screens, microphones, speakers, mixer, webcam, laptops, HDMI cables, power and internet connection with the actual presentation files.
When should I prepare press kits and name badges?: Prepare press kits and name badges at least 1 day before the event. Print the guest list after registrations are confirmed, then keep a few blank badges available for late arrivals.

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