Housing Information Evening Checklist

A housing information evening runs smoothly when registration, speakers, catering and room setup are handled in the right order. Start by confirming the reservation and inviting guests early, then keep the participant list current as replies come in. In the final week, collect presentations, dietary requirements and speaker confirmations. On the day, allow time to test the projector and microphone, arrange the reception and presentation areas, and prepare clear signs for arriving guests.

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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

Send invitations
2 people
Process registrations
Send reminder
Collect dietary requirements
Update participant list
Print the program
Collect presentations
Confirm speakers
Check reservation
Order catering
Do the shopping
2 people
Collect materials
2 people
Test presentation
2 people
Prepare name badges
Make route signs

Event

Chill drinks
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Set up the catering table
2 people
Set up the presentation area
2 people
Connect the projector
2 people
Test microphone
2 people
Set up the presentation
Lay out information leaflets
2 people
Lay out name badges
Staff the reception desk
2 people
Register visitors
2 people
Serve coffee and tea
2 people
Set out snacks
2 people
Explain the program
Facilitate presentations
2 people
Moderate the Q&A
2 people
Refill drinks
2 people
Refill snacks
2 people
Guide visitors to the exit
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Check materials
2 people
Return borrowed items
2 people
Store leftover food

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Reception desk
Speaker table
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Microphoneqty 2
Sound speakerqty 2
Extension cordsqty 4
Power stripsqty 3
Flip chart
Power banksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 2

Decorations

Name badgesqty 70
Information leafletsqty 80
Program flyersqty 80
Route signsqty 6
Tableclothsqty 8
Pen holdersqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Cleaning bucketsqty 2

Lighting

Standing lampsqty 2
Battery lampsqty 4

Catering

Groceries

Tips

Send invitations early enough to track registrations and dietary requirements before ordering catering. Update the participant list after each response rather than relying on a final count from memory.
Collect every presentation before the event and test the complete setup with the actual laptop, projector, screen and microphone at least one day beforehand. Bring extension cords, power strips and power banks as backups.
Plan the room in separate zones: reception table at the entrance, seating facing the presentation area, and catering away from the projector and speaker equipment. Set out coat racks and route signs before guests arrive.
Order catering from the confirmed participant count, then add a small buffer rather than guessing. Chill drinks and prepare coffee machines, kettles and thermos flasks only after the room layout is finished.
Print the program, information leaflets and name badges before the event day. Keep spare badges and pens at the reception desk so late registrations do not interrupt the opening.

Frequently asked questions

How far in advance should I invite people to a housing information evening?: Send invitations around 3 to 4 weeks beforehand. Close or review registrations several days before the event so you can confirm numbers, dietary requirements and catering.
When should I confirm speakers for a housing information evening?: Confirm speakers at least 7 days before the evening and collect their presentations by the same deadline. Test the files and presentation equipment no later than the day before.
How early should I set up the room for a housing information evening?: Allow at least 2 hours for setup, including tables, chairs, reception, catering and presentation equipment. Finish the projector and microphone test before guests begin arriving.
How much catering do I need for a housing information evening?: Base the order on the final participant list and include a small buffer for late arrivals. Check dietary requirements at least 3 days beforehand so suitable options can be included.

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