Energy Meeting Checklist

An energy meeting needs more than a room and a programme. You need to secure the venue, speakers and technical setup early, then keep registrations, dietary requirements and access information up to date. During the final week, focus on visitor communication, name badges, route signs and catering quantities. This checklist brings the 76 planning tasks and 60 required items into one practical order, from the first booking to the last coffee cup.

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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
Approach speakers
Confirm speakers
Collect presentations
Design invitations
Send invitations
2 people
Process registrations
Confirm registrations
Collect dietary requirements
Check accessibility
Share transportation information
Publish the program
Send reminder
Print the visitor list
Make name badges
2 people
Prepare route signs
Order catering
Check the shopping list
2 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set aside diet meals
2 people
Prepare coffee station
2 people
Prepare the registration desk
2 people
Set out the room layout
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the presentation table
2 people
Connect the projector
2 people
Test microphones
2 people
Test presentations
2 people
Check the lighting
Clear safe walkways
2 people
Put up route signs
2 people
Display information materials
2 people
Start background music

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Deliver the opening presentation
Guide speakers
Present presentations
Collect questions from the audience
2 people
Pass around the microphones
2 people
Serve break snacks
3 people
Refill drinks
2 people
Keep Track of the Coffee Station
Empty trash bins
2 people
Set up buffet
3 people
Restock the buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Moderate the panel discussion
2 people
Staff information market
6 people
Present closing
See visitors out
2 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Store leftovers refrigerated
2 people
Clear tables and chairs
4 people
Remove decorations
2 people
Separate waste
3 people
Clean the room
3 people
Clean the kitchen
2 people
Check sanitary facilities
Lock up the venue
Wash dishes
3 people
Dry and store materials
2 people
Return rental items
2 people
Send thank-you message
Send out presentations

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Registration desk
Buffet tablesqty 4
Stoolsqty 8
Coat racksqty 2

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Coffee spoonsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Carafesqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adapter kit
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Power banksqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Measuring cupsqty 2
Small bowlsqty 20
Food storage containersqty 12
Aluminum foilqty 2

Decorations

Tableclothsqty 12
Name badgesqty 100
Name badge holdersqty 100
Pensqty 30
Program bookletsqty 110
Info boardsqty 8
Route signsqty 8
Arrow stickersqty 30
Presentation boardsqty 8
Tapeqty 4
Scissorsqty 4

Lighting

LED lampsqty 6
Light standsqty 4

Cleaning

Waste binsqty 8
Broom and dustpanqty 2
Mop setsqty 2
Cleaning bucketsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date and programme before inviting speakers or guests, then allow several days for speaker replies and confirmations. Collect presentation files before the meeting so the laptop, projector and HDMI adapter kit can be tested with the actual content.
Check the room layout against the number of tables, chairs, stools and coat racks at least one week ahead. Reserve space for a registration desk, buffet tables and clear routes rather than adding furniture after arrival.
Close registration with enough time to print the visitor list and make name badges. Send the final programme, transport information and a reminder before the event so late questions do not reach the registration desk on the morning itself.
Treat catering numbers as a separate check from registrations. Confirm dietary requirements, set aside diet meals, order the main catering, then buy and chill drinks and collect fresh produce close to the event so it stays fresh.
Test every presentation connection in the room, including the projector, screen, laptop, HDMI cables, adapter kit, microphones, mixer and speakers. Put extension cords, power strips, a clicker and power banks where the team can reach them instead of leaving them in transport boxes.

Frequently asked questions

How far in advance should I organise an energy meeting?: Start venue and date planning at least 8 to 12 weeks ahead, especially if the meeting needs external speakers. Use the final 2 weeks for confirmations, registrations, catering and technical checks.
When should I send invitations for an energy meeting?: Send invitations about 6 weeks before the meeting when attendees need to register or arrange transport. Send a reminder 3 to 7 days beforehand with the programme, route and practical arrival details.
How many drinks should I plan for an energy meeting?: For the first hour, allow 2 to 3 drinks per person, then about 1 drink per person per hour. Add coffee, tea and water separately, and keep diet meals and dietary alternatives clearly labelled.
When should presentations be collected for an energy meeting?: Ask speakers for their presentations no later than 3 to 5 working days before the meeting. Test the files on the event laptop and projector before guests arrive, and keep a backup copy available.

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.