General meeting checklist: what to arrange and when

A general meeting needs more than an agenda and a room. You need time to prepare the annual and financial documents, collect registrations and dietary requirements, arrange voting, and test the presentation setup. This checklist puts the work in a practical order, from confirming the date and venue to opening the doors. It also covers the details people often leave too late, such as name badges, printed documents, chilled drinks, microphone connections and a clear registration desk.

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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
Reserve meeting room
Book catering
Prepare the agenda and documents
2 people
Review minutes from the previous meeting
2 people
Prepare annual report
2 people
Prepare financial documents
2 people
Prepare voting
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Update attendance list
Send reminder to members
Collect presentations
Check equipment and connections
2 people
Print documents
2 people
Prepare name badges
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people

Event

Open venue
2 people
Check the hall and entrance
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Prepare meeting table
2 people
Set up projector and screen
2 people
Test sound
2 people
Lay out documents and ballot papers
2 people
Set out coffee and tea
2 people
Welcome and register members
3 people
Hand out ballots
2 people
Open the meeting
Handle minutes and annual report
2 people
Explain financial documents
2 people
Carry out voting
3 people
Serve break drinks
2 people
Handle questions and motions
2 people
Close meeting
Serve snacks
3 people
Refill drinks
2 people
Set up the buffet
3 people
Serve the buffet
3 people
Refill coffee and tea
2 people
Supervise members' departure
2 people

Aftercare

Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean the room
3 people
Lock up the venue
2 people
Return materials
2 people
Prepare the minutes
2 people
Send minutes and decisions

What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Registration desk
Buffet tablesqty 3
Stoolsqty 6

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Refrigeration

Coolersqty 3
Ice binsqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 6
Bottle openersqty 3
Corkscrewsqty 3

Presentation

Name badgesqty 60
Ballotsqty 80
Ballot box
Notepadsqty 60
Ballpoint pensqty 70
Printer paperqty 500
Foldersqty 60
Flip chart
Markersqty 6
Table numbersqty 10

Decorations

Tableclothsqty 10
Flower arrangementsqty 4
Welcome sign

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the date and reserve the meeting room before sending invitations. Allow enough lead time for members to register and for the agenda, annual report and financial documents to be completed.
Close registrations several days before the meeting, then update the attendance list and dietary requirements. Use the final numbers to confirm catering, seating, plates, glasses and cutlery.
Test the laptop, projector, projection screen, wireless microphone and speakers before guests arrive. Check every extension cord and power strip, and keep a presentation clicker available.
Prepare voting materials at least one day ahead. Check who is eligible to vote, how votes will be counted, and whether the meeting table has the documents needed for the chair and secretary.
Plan the room setup for arrival, not just for the meeting itself. Open the venue early enough to check the entrance, arrange tables and chairs, set up registration, chill drinks, and fill the coffee maker, kettles and thermos flasks.

Frequently asked questions

How far in advance should I send general meeting invitations?: Send invitations as soon as the date and location are confirmed, ideally at least 3 to 4 weeks before the meeting. Set a registration deadline about 7 days before the event so catering and seating can be adjusted.
When should general meeting documents be ready?: Finish the agenda, previous minutes, annual report and financial documents at least 5 to 7 days before the meeting. This leaves time to review them, prepare printed copies and send any required material to members.
How early should I arrive to set up a general meeting?: Allow 90 to 120 minutes for setup if you are arranging the room, registration desk, catering and presentation equipment yourself. Add extra time if the projector, microphone or speaker connections have not been tested at the venue.
How much food and drink do I need for a general meeting?: Use the confirmed attendance list rather than an estimate. For a meeting with refreshments, plan roughly 2 to 3 drinks per person during the first hour, plus coffee and tea supplies, water glasses and snacks for the scheduled break.

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