Health and Wellness Panel Discussion Checklist

A health and wellness panel discussion depends on more than confirmed speakers. You need a clear topic sequence, a prepared moderator, accessible registration, reliable microphones, and a room that works for both conversation and audience questions. Start by booking the venue and panelists, then collect biographies, dietary and transport needs, and presentation files. In the final week, confirm catering, print badges and the registration list, and test every connection before guests 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

Invite panelists
Record discussion topics
2 people
Confirm moderator
Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Ask about transportation needs
Publish the program
Prepare panel questions
2 people
Collect biographies
Make name badges
Print the registration list
Order catering
Do the shopping
2 people
Chill drinks
2 people
Test the equipment
2 people
Collect presentation files
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the stage area
2 people
Connect the technical equipment
2 people
Test microphones
2 people
Set up presentations
Set up registration desk
2 people
Set up the coffee station
2 people
Set up catering
3 people

Event

Receive panelists
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Moderate the panel discussion
2 people
Collect questions from the audience
2 people
Pass around the microphones
Serve break snacks
3 people
Refill drinks
2 people
Host the networking drinks reception
3 people
Set up the dinner buffet
3 people
Refill the dinner buffet
2 people
Handle panelist farewell
See visitors out
2 people

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Wash dishes
2 people
Put furniture back
3 people
Clean the venue
3 people
Pack up materials
2 people
Return borrowed items
Secure recording files
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Panel table
Bar stoolsqty 5
Dressing tablesqty 2
Coat rack

Equipment

Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2
Laser pointer

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 6
Carafesqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot traysqty 4
Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving traysqty 6
Small bowlsqty 10
Teaspoonsqty 30

Decorations

Tableclothsqty 8
Name badgesqty 60
Name badge panelqty 5
Program boardsqty 3
Pensqty 20
Notepadsqty 20
Wayfinding signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 6
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the panelists and moderator before publishing the program. Record the discussion topics and prepare the questions early enough for speakers to flag sensitive or inaccurate points.
Close registration with enough time to process dietary requirements and transportation needs. Print the registration list and make name badges before event day rather than during check-in.
Check the venue layout before setup: allow space for the panel table, chairs, bar stools if used, a coat rack, and clear sightlines to the projection screen.
Test the wireless microphones, microphone stands, speakers, mixer, laptop, projector, HDMI cables, extension cords, and power strips as one complete system. A separate microphone test is not enough if the presentation connection has not been checked.
Plan refreshments around the running order. Chill drinks in advance, prepare coffee machines and kettles, and keep serving trays, carafes, water glasses, cups, plates, and cutlery ready before the first attendees arrive.

Frequently asked questions

How far in advance should I invite panelists for a health and wellness discussion?: Invite panelists at least 6 to 8 weeks before the event so you can confirm availability, collect biographies, and shape the discussion topics. Send the moderator the draft questions no later than 2 weeks before the event.
When should I collect dietary and transportation requirements?: Ask for both details during registration and set a response deadline 10 to 14 days before the discussion. Give the final numbers and requirements to the caterer at least 7 days before the event.
How early should I set up and test the AV equipment?: Allow at least 2 hours before doors open for room setup and a full equipment test. Test each microphone, the mixer, speakers, laptop, projector, screen, HDMI connection, extension cords, and power strips with the actual presentation files.
How many copies of the registration list and name badges do I need?: Prepare one printed registration list and one name badge for every registered attendee, plus 5 to 10 percent extra badges for late registrations or replacements. Print them after registration closes so the check-in list is current.

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.