Forum Discussion Checklist

A forum discussion needs more than a topic and a few speakers. You need a clear objective, a moderator, a workable program, and enough time to collect questions and presentations. Registration details, dietary requirements, room layout, microphones, projection equipment, and signage all affect how smoothly the discussion runs. Use this checklist to work from the first booking through the final venue check, without leaving practical details until the last day.

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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
Define forum topic and objective
2 people
Invite speakers
Assign moderator
Create the program
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Reserve equipment
Order catering
Carry out a site visit
2 people
Determine room layout
2 people
Collect Forum Questions
Send speaker information
Confirm registrations
Send directions
Prepare name badges
2 people
Print the program
Collect presentations
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Collect materials
2 people
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the speaker table
2 people
Connect microphones
2 people
Test presentations
2 people
Check the lighting
Set up registration desk
2 people
Lay out name badges
Set out coffee and tea
2 people
Arrange snacks on platters
2 people

Event

Welcome speakers
2 people
Brief speakers briefly
2 people
Register visitors
3 people
Distribute program
2 people
Guide visitors to the hall
2 people
Handle the opening
Explain the forum rules
Introduce speakers
Moderate forum discussion
2 people
Collect questions from the audience
2 people
Pass around the microphones
2 people
Open coffee break
2 people
Refill coffee and tea
2 people
Refill snacks
2 people
Resume forum discussion
2 people
Moderate audience questions
2 people
Summarize conclusions
Close Forum
Set up drinks buffet
3 people
Serve snacks
3 people
Serve drinks
2 people
Refill drinks
2 people
Collect tableware
2 people
Facilitate the networking session
2 people
Inform visitors about departure
Collect lost and found items

Aftercare

Switch off the equipment
2 people
Pack leftovers
2 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Check toilets
Sort materials
2 people
Return rented equipment
2 people
Store leftover catering
Hand over the venue
2 people
Send thank-you message
Send presentations afterwards

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Speaker table
Registration desk
High tablesqty 8

Tableware

Glassesqty 120
Coffee cupsqty 90
Platesqty 90
Platesqty 120
Cutlery setsqty 100
Serving traysqty 12

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Audio mixer
Projector
Projection screen
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Lighting

Standing lampsqty 4
Mood lightingqty 4

Decorations

Tableclothsqty 10
Flower arrangementsqty 6
Welcome sign
Direction signsqty 6
Name badge holdersqty 90

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 6
Serving tongsqty 6
Measuring cupsqty 2
Storage binsqty 12

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Waste binsqty 6

Catering

Groceries

Tips

Set the date, location, topic, and objective before inviting speakers. This gives invitees the information they need and leaves enough time to build a balanced program.
Open registration as soon as invitations go out, then confirm registrations before the event. Collect dietary requirements early enough to pass an accurate headcount to catering.
Carry out a site visit before finalising the room layout. Check where the registration desk, speaker table, chairs, microphones, projector, screen, power strips, and direction signs will go.
Collect forum questions and speaker presentations before the event rather than waiting for arrival. Print the program and prepare name badges after the final attendee and speaker details are confirmed.
On the final day, chill drinks, prepare snacks, check the venue, and test the laptop, HDMI cables, microphones, speakers, audio mixer, and projector. A short equipment test can reveal missing adapters or power connections before guests arrive.

Frequently asked questions

How far in advance should I organise a forum discussion?: Start planning at least 6 to 8 weeks ahead. This gives you time to confirm the venue, invite speakers, open registration, arrange catering, collect questions, and send final information.
When should I invite speakers for a forum discussion?: Invite speakers 5 to 7 weeks before the event whenever possible. Confirm their participation before publishing the program, and send speaker information and presentation deadlines at least 1 week before the discussion.
When should forum discussion registration close?: Close registration 3 to 5 days before the event if catering and name badges depend on the numbers. Confirm the final attendance count and dietary requirements with the caterer immediately afterward.
How early should I test the equipment at a forum discussion?: Test the microphones, speakers, mixer, projector, screen, laptop, HDMI cables, and power connections during the site visit and again 60 to 90 minutes before guests arrive. Keep spare cables or adapters available if the setup requires them.

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.