Entrepreneurs' Evening checklist: what to arrange and when

An Entrepreneurs' Evening needs more than a guest list and a few speakers. You need a clear registration process, confirmed dietary requirements, working presentation equipment and a room that is ready before guests arrive. This checklist puts the work in a practical order, from fixing the date and inviting guests to checking presentations, chilling drinks and setting up the buffet. Use it to keep speaker follow-up, catering and last-minute equipment checks from piling up in the final days.

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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 time
Compile the guest list
2 people
Draft invitation
Set up the registration form
Send invitations
2 people
Process registrations
Confirm registrations
Collect dietary requirements
Develop the program
2 people
Confirm speakers
Collect presentations
Check presentations
Reserve venue
Book catering
Check furniture
2 people
Test equipment
2 people
Create a shopping list
Make name badges
2 people
Print the program
Send directions
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare buffet components
3 people
Set up presentations
Arrange keys and access
Inspect venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Set up buffet tables
3 people
Set up the drinks table
2 people
Lay out name badges
Hang up decorations
2 people
Set up lighting
2 people
Connect the projector
Test presentations
2 people
Test the background music
Set out coffee and tea
2 people

Event

Staff the registration table
2 people
Welcome guests
2 people
Hand out name badges
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Give the opening speech
Announce the speaker
Guide presentation
Collect questions from the audience
Set out break drinks
2 people
Guide networking tables
3 people
Open the buffet
2 people
Serve the buffet
3 people
Restock the buffet
3 people
Serve diet meals
2 people
Collect used plates
2 people
Refill coffee
Host the networking drinks reception
2 people
Collect glasses
2 people
Say goodbye to guests
2 people

Aftercare

Pack leftovers safely
2 people
Collect waste
3 people
Clear tables
3 people
Stack chairs
2 people
Wash dishes
3 people
Switch off equipment
Remove decorations
2 people
Clean the venue
3 people
Check toilets
Return keys
Return materials
2 people
Store remaining supplies
2 people
Collect expense receipts
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
High tablesqty 6
Clothes racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 60
Knivesqty 60
Serving spoonsqty 12

Kitchen

Serving traysqty 8
Small bowlsqty 12
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6
Measuring cupsqty 2
Food warmersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6

Decorations

Name badgesqty 60
Tableclothsqty 10
Menusqty 10
Welcome sign
Balloonsqty 40
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date and venue before sending invitations, then allow at least 2 weeks for registrations and speaker confirmations. The venue must also be checked for seating, high tables, clothes racks, waste bins and presentation space.
Close registration and dietary requirements 5 to 7 days before the evening. That gives catering enough time to adjust quantities and gives you time to confirm each attendee rather than relying on an outdated list.
Collect every presentation at least 48 hours before the event and test each file on the laptop, projector, projection screen, HDMI cables and speakers you will actually use. Do not wait until the first speaker arrives.
Plan the room in two stages: place tables and chairs first, then set up the registration point, name badges and program. Keep microphones and cables away from guest routes, and test wireless microphones before doors open.
Finish food and drink preparation before guests arrive: chill drinks several hours in advance, prepare snacks and buffet components, and check that plates, glasses, serving trays, bowls and utensils match the number of registered guests plus a small reserve.

Frequently asked questions

How far in advance should I plan an Entrepreneurs' Evening?: Fix the date and reserve the venue at least 6 to 8 weeks ahead. Send invitations once the program and registration form are ready, preferably 3 to 4 weeks before the evening.
When should I confirm speakers for an Entrepreneurs' Evening?: Confirm speakers at least 4 weeks before the event and request their presentations no later than 48 hours beforehand. Check every presentation before the final setup.
When should I collect dietary requirements?: Ask for dietary requirements in the registration form and close the final count 5 to 7 days before the event. Send the confirmed number and requirements to catering immediately after registrations are processed.
How early should I set up the equipment?: Allow at least 2 hours for room setup and technical checks. Test the projector, screen, laptops, HDMI cables, microphones and speakers before guests arrive, not during the first presentation.

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.