Employer meeting checklist: what to arrange and when

An employer meeting needs more than a date, room and invitation. You need a workable programme, reliable registration process, clear travel information and equipment that is tested before guests arrive. This checklist covers the preparation sequence, from confirming the venue and suppliers to collecting dietary requirements, preparing name badges and checking catering delivery. It also helps you catch details that are easy to leave until the final morning, such as chilled drinks, presentation files, parking instructions and the right tableware.

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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
Draw up the program and schedule
2 people
Set budget per item
2 people
Select suppliers
2 people
Book catering
Reserve equipment
Draft invitation
2 people
Send invitations
Register sign-ups
Send registration confirmations
Collect dietary requirements
Confirm speakers
Collect presentations
Design name badges
Print name badges
Create final guest list
Give dietary overview to catering
Share the route and parking details
Check the weather forecast
Do the shopping
2 people
Check the non-perishable stock
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out crockery and glassware
2 people
Check the catering delivery
2 people
Open venue
2 people
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Sort name tags
Set up buffet
4 people
Set up coffee station
2 people
Chill drinks
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Hang decorations
2 people
Check the lighting
2 people
Check toilets
Briefing for reception team
3 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Give the opening speech
Facilitate presentations
2 people
Manage microphones
Refill drinks
2 people
Open the buffet
2 people
Restock the buffet
3 people
Serve diet meals
2 people
Clear away dishes
3 people
Restock networking tables
2 people
Provide a farewell greeting
See guests out
2 people

Aftercare

Cover food and drinks
2 people
Collect waste
3 people
Take down tables and chairs
4 people
Wash dishes and glassware
3 people
Clean the venue
3 people
Switch off the equipment
2 people
Remove decorations
2 people
Empty the coolers
2 people
Store leftover stock
2 people
Hand over keys and venue
Return rental items
2 people
Send thank-you message
Collect invoices

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Coat rack
Clothes hangersqty 60
Buffet tableqty 3

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 70
Champagne glassesqty 60
Coffee spoonsqty 60
Dinner forksqty 70
Dinner knivesqty 70
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Small bowlsqty 12
Pitchersqty 6
Thermos flasksqty 4
Coolersqty 6
Ice containersqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Presentation clicker
Power banksqty 2

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Flower arrangementsqty 8
Name badgesqty 60
Name card holdersqty 60
Welcome sign
Balloonsqty 40
Balloon ribbonqty 2
Table décorqty 8

Lighting

String lightsqty 4
LED lanternsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, location, budget and programme before inviting anyone. Allow at least 2–3 weeks for invitations and registration, especially if speakers or catering are involved.
Close registration 3–5 days before the meeting and use the final guest list to prepare name badges and send the caterer one dietary overview. Keep one printed copy at the welcome desk.
Collect every presentation at least 24 hours before the meeting. Test the laptop, projector, projection screen, HDMI cable and extension cords together in the actual room rather than checking them separately.
Send the route, parking details and arrival time with the registration confirmation. Recheck the route and the weather forecast 24 hours beforehand so you can warn guests about delays or difficult access.
Do the final room and catering check 60–90 minutes before arrival: arrange tables and chairs, set out plates, cups and glasses, chill drinks, prepare snacks and confirm that the delivery contains the agreed items.

Frequently asked questions

How early should I send employer meeting invitations?: Send invitations at least 2–3 weeks before the meeting. Set a registration deadline 3–5 days before the event so you have time to confirm numbers, dietary requirements and name badges.
When should I confirm the catering for an employer meeting?: Book the caterer as soon as the date, location and expected group size are known, preferably 2–4 weeks ahead. Send the final guest count and dietary overview 3–5 days before the meeting, then check the delivery 60–90 minutes before guests arrive.
What equipment should I test before an employer meeting?: Test the laptop, projector, projection screen, HDMI cable and extension cords together at least 24 hours beforehand. Bring the presentations on the laptop and keep a backup copy available in case a file or connection fails.
How long before an employer meeting should I prepare the room?: Start the room setup 60–90 minutes before arrival. This gives you time to arrange tables and chairs, set out crockery and glassware, chill drinks, prepare snacks and resolve a late catering delivery.

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.