Feedback session checklist: plan it without last-minute gaps

A feedback session runs smoothly when participant input, timing and room setup are prepared in the right order. Start by confirming the date and location, then build the participant list, collect dietary requirements and gather questions before preparing the agenda. In the final week, confirm attendance, arrange catering and collect presentations or documents. On the day, allow time to test the projector, laptop and cables, set up registration, and prepare coffee, drinks and snacks before people arrive.

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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
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Gather questions and input
Prepare agenda and questionnaire
2 people
Send confirmation to participants
Order catering
Collect presentations and documents
Test the equipment
2 people
Print participant list
Prepare name badges
Do the shopping
2 people
Chill drinks
Prepare snacks and lunch
3 people
Bring materials to the venue
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Lay out presentation materials
Set out coffee and tea
2 people
Set out drinks and snacks
2 people
Recheck the equipment
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name badges
Explain the opening and program
Facilitate presentations
2 people
Serve coffee and tea
2 people
Refill drinks
Facilitate group discussions
3 people
Make notes on flip charts
2 people
Serve snacks
2 people
Set up buffet
3 people
Restock the buffet
2 people
Check dishes and tables
Guide the final round and closing
See participants off
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
2 people
Take down tables and chairs
3 people
Pack up equipment safely
2 people
Clean the room
3 people
Collect and remove waste
2 people
Return materials
2 people
Return borrowed materials
Archive presentation documents
Work out the action items and meeting minutes
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Registration desk
Buffet tableqty 2
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Timerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Water jugsqty 4
Serving traysqty 6
Serving spoonsqty 6

Tableware

Coffee cupsqty 48
Glassesqty 48
Platesqty 48
Cutlery setsqty 48
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Tableclothsqty 8
Name card holdersqty 48
Flip chartsqty 2
Flip chart sheetsqty 4
Pensqty 60
Notepadsqty 48
Document foldersqty 48

Lighting

LED table lampsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2

Catering

Groceries

Tips

Collect questions and dietary requirements before finalising the agenda. Set a clear deadline at least 5 working days before the session so you can adjust the questionnaire and catering order.
Send the invitation as soon as the date and location are confirmed, then send a separate confirmation after registrations close. This gives you one reliable participant count for catering, name badges and printed lists.
Test the laptop, projector, projection screen, HDMI cable and speaker at the venue at least 60 minutes before registration. Check extension cords and power strips as part of the same test, rather than assuming the room has enough outlets.
Set up the registration desk, participant list and name badges before arranging refreshments. Keep the first 15 minutes free for arrivals, coats and coffee instead of starting the feedback discussion immediately.
Chill drinks and prepare coffee, tea, snacks and lunch close to serving time. Place cups, glasses, plates, cutlery, milk and sugar where people can reach them without blocking the registration desk or presentation area.

Frequently asked questions

How far in advance should I send feedback session invitations?: Send invitations as soon as the date and location are confirmed, ideally 3 to 4 weeks before the session. Set the registration deadline about 7 days before the event so you can confirm numbers and catering.
When should I collect questions for a feedback session?: Ask for questions and input with the invitation, then close submissions 5 working days before the session. That leaves enough time to group topics and prepare the agenda or questionnaire.
How early should I arrive to set up a feedback session?: Allow at least 90 minutes before participants arrive. Use the first 30 minutes for tables, chairs and registration, then spend at least 60 minutes testing equipment and setting out materials and refreshments.
How much catering do I need for a feedback session?: Base the order on the confirmed participant count, plus a small buffer of about 5 to 10 percent. Confirm dietary requirements no later than 5 working days beforehand and order lunch only after registrations are closed.

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.