GGD information evening checklist

A GGD information evening needs more than a room and a speaker. You need a clear programme, a reliable registration process, accessible facilities, working presentation equipment and enough time to prepare participant materials. This checklist follows the work from choosing the venue and date through invitations, weekly registration updates and the final event-day briefing. Use it to spot details that are often left until the last week, such as dietary requirements, presentation files, name badges and backup cables.

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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

Set the venue and date
2 people
Check hall capacity
Confirm speakers and topics
2 people
Draw up the program and schedule
2 people
Create a registration form
Place registration privacy text
Write invitation text
Send invitations
2 people
Post information on website
Post social media announcement
Process registrations
Update registrations weekly
Collect dietary requirements
Assess accessibility needs
Collect participants' questions
Request presentations from speakers
Check presentations technically
Confirm hall reservation
Confirm the equipment reservation
Order catering
Assign volunteers and staff
2 people
Print the run sheet
Print participant list
Prepare name badges
2 people
Bundle the information brochures
2 people
Make route and hall signs
Do the shopping
2 people
Chill drinks
Bring materials to the venue
3 people
Open hall
2 people
Check hall and restroom facilities
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the presentation area
3 people
Connect the projector and screen
2 people
Test microphone and sound
2 people
Set up presentations
Set up information tables
3 people
Set up the coffee and tea station
2 people
Set out snacks
2 people
Hang up route signs
2 people
Briefing for reception team
2 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Support the presentation program
2 people
Collect questions from the audience
2 people
Refill drinks
2 people
Refill snacks
2 people
Staff information desks
4 people
Direct participants to workshops
2 people
Lead the workshops
6 people
Serve break snacks
3 people
Provide technical support
Provide the closing and thank-you speech
Hand out feedback forms
2 people
See participants off
3 people

Aftercare

Collect waste
3 people
Clear away dishes
3 people
Clean coffee station
2 people
Take down information tables
3 people
Turn off presentation equipment
2 people
Put tables and chairs back
4 people
Clean the hall and entrance
3 people
Clean the restrooms
2 people
Pack leftover catering
2 people
Move materials to storage
3 people
Lock up the venue
2 people
Return equipment
2 people
Return leftover materials
2 people
Archive attendance records
Collect feedback forms
Send thank-you messages

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Reception desk
Information desksqty 6
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Microphone stand
HDMI cableqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Serving jugsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Food tongsqty 6
Ice packsqty 12

Decorations

Tableclothsqty 12
Name badgesqty 120
Name badge holdersqty 120
Directional signsqty 12
Arrow stickersqty 30
Table numbersqty 12
Poster puttyqty 4

Catering

Information leafletsqty 150
Feedback formsqty 120
Pensqty 120
Clipboardsqty 10
Groceries

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 20
Table crumb brushesqty 4

Lighting

Desk lampsqty 4
Batteriesqty 24

Tips

Set the venue, date and hall capacity before inviting anyone. Confirm the reservation again once the programme and expected attendance are known, rather than relying only on an initial booking.
Ask speakers for their presentations and session requirements several days before the evening. Test each file on the event laptop and projector, and keep an HDMI cable, extension cords and power strips available as backups.
Open registration with privacy wording and ask for dietary requirements and accessibility needs in the same form. Review registrations weekly so seating, catering and volunteer coverage do not become last-minute problems.
Send the invitation only after the topics, speakers and schedule are confirmed. Publish the same practical information on the website and social media, including how participants can submit questions before the evening.
Prepare the reception desk and information desks before doors open. Print the participant list and run sheet, make name badges, bundle the information brochures and check coffee, water and catering supplies before the first arrival.

Frequently asked questions

How far in advance should I organise a GGD information evening?: Start planning at least 6 to 8 weeks before the evening. That gives you time to secure the hall, confirm speakers, open registration, arrange equipment and follow up on accessibility or dietary requirements.
When should invitations for a GGD information evening be sent?: Send invitations around 4 to 6 weeks in advance, once the date, venue, speakers and programme are confirmed. Review registrations every week and send a reminder about 7 days before the event.
What should I check before the GGD information evening starts?: Allow at least 90 minutes for the final setup. Test the laptop, projector, screen, microphones and speakers, place the participant list and name badges at reception, and check that brochures, drinks and catering are ready.
How many staff or volunteers are needed for a GGD information evening?: Plan for at least 3 people for a small evening: one at reception, one supporting speakers and equipment, and one handling room or participant questions. Add one extra person when attendance is high or the venue has multiple information desks.

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.