Fireside chat checklist: what to organise and when
A fireside chat needs more than two comfortable chairs and good questions. You need to lock in the speaker, moderator, programme and room layout early, then coordinate registrations, dietary requirements and technical checks. On the day, allow time to arrange the conversation area, connect and test the microphones, chill drinks and prepare coffee, tea and snacks. This checklist puts the work in a practical order so small details do not become last-minute problems.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the date and program
2 people
Confirm speaker and moderator
Confirm the venue and room layout
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Send reminder to guests
Send speaker briefing
Prepare questions for the conversation
2 people
Check reservations
Do the shopping
2 people
Prepare snacks
2 people
Charge equipment
Collect materials
2 people
Clear the hall
3 people
Set up tables and chairs
4 people
Set up a conversation area
2 people
Connect the technical equipment
2 people
Test microphones
2 people
Set out presentation and questions
Chill drinks
2 people
Arrange snacks on platters
2 people
Prepare coffee and tea
2 people
Apply decorations
2 people
Set up the registration table
Place route signs
Event
Welcome speakers
2 people
Brief speakers on technical setup
2 people
Welcome guests
3 people
Check off registrations
2 people
Serve welcome drinks
3 people
Handle the opening
Facilitate fireside chat
2 people
Collect audience questions
2 people
Serve break drinks
3 people
Refill snacks
2 people
Facilitate the networking session
3 people
Refill drinks
2 people
Collect used glasses
2 people
Serve evening snacks
3 people
Arrange farewell and thank-you
2 people
Check out guests
2 people
Aftercare
Pack leftovers safely
2 people
Switch off the equipment
2 people
Collect waste
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Remove decorations
2 people
Inventory materials
2 people
Store equipment and materials
2 people
Return borrowed items
Send a thank-you message to the speakers
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Chairsqty 60
- Armchairsqty 2
- Two-seater sofa
- Side tablesqty 4
- High tablesqty 6
- Registration desk
- Buffet tablesqty 3
- Clothes hangersqty 2
Tableware
- Water glassesqty 70
- Wine glassesqty 70
- Coffee cupsqty 70
- Platesqty 80
- Dessert platesqty 70
- Forksqty 80
- Knivesqty 80
- Spoonsqty 80
- Coffee spoonsqty 70
Kitchen
- Serving plattersqty 12
- Serving utensilsqty 12
- Coffee potsqty 3
- Thermos flasksqty 4
- Water jugsqty 6
- Coolersqty 4
- Cutting boardsqty 3
- Chef's knifeqty 2
- Serving tongsqty 6
Equipment
- Wireless microphonesqty 3
- Speakersqty 2
- Mixer
- Laptop
- HDMI adapterqty 2
- Extension cordsqty 4
- Power stripsqty 4
- Power banksqty 3
Lighting
- Atmosphere lightsqty 8
- LED light stringsqty 4
Decorations
- Area rug
- Tableclothsqty 6
- Flower arrangementsqty 6
- Name badgesqty 70
- Pensqty 20
- Directional signsqty 6
- Poster puttyqty 2
Cleaning
- Waste binsqty 6
- Bucketsqty 3
- Mopsqty 3
- Dustpan and brushqty 2
- Cleaning glovesqty 6
Catering
- Groceries
Tips
- Confirm the speaker, moderator and running order before sending invitations. Send the speaker briefing and discussion questions several days before the event, rather than expecting useful preparation on arrival.
- Plan registration around the room layout. Set up a registration desk, coat hangers and clear seating before guests arrive, and review registrations and dietary requirements at least 48 hours beforehand.
- Treat the conversation area as a technical setup, not just furniture. Position the armchairs or sofa, side tables and microphones first, then connect the mixer, speakers and laptop and test every microphone before doors open.
- Prepare refreshments in two stages: chill drinks and set out glasses before guests arrive, then arrange snacks on platters and make coffee and tea shortly before serving. Keep water jugs and thermos flasks available throughout the conversation.
- Build in a final 30-minute room check. Use it to confirm the questions and presentation are ready, chairs and tables are in place, equipment is charged, and the hall is clear of setup materials and packaging.
Frequently asked questions
- How far in advance should I organise a fireside chat?
- Set the date, programme, speaker and moderator at least 4 to 6 weeks ahead. Send invitations once the essentials are confirmed, then close registration and review dietary requirements 48 hours before the event.
- What should I include in a fireside chat speaker briefing?
- Send the format, timings, audience profile, moderator details, practical arrival information and discussion questions at least 3 days before the chat. Include the expected opening, audience questions and closing time so the speaker can prepare concise answers.
- How early should I test microphones for a fireside chat?
- Connect the microphones, mixer, speakers and laptop at least 60 minutes before guests arrive. Test each wireless microphone from the actual seating area, including volume, battery level and any laptop audio.
- How many drinks and snacks do I need for a fireside chat?
- For the first hour, allow 2 to 3 drinks per guest, including water, and prepare roughly 4 to 6 small snack portions per person. Add extra water for the speaker and moderator, and confirm dietary needs before shopping.
Start this plan in Lizzt
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