How to organise a candidate meeting without last-minute problems

Start with the date, venue and purpose of the candidate meeting, then build the programme around the time available. Confirm candidates before publishing the final schedule, and open registration early enough to collect dietary requirements and visitor questions. The work that is easiest to underestimate comes later: checking presentations, testing microphones and projector connections, printing materials and preparing the room. Use one running plan with owners and deadlines so the moderator, venue team and catering support are working from the same information.

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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

1
Set the date and program
2 people
2
Determine venue and room layout
2 people
3
Invite candidates
2 people
4
Send invitations to stakeholders
2 people
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Collect Visitor Questions
2 people
9
Request candidate information
2 people
10
Develop the program and schedule
2 people
11
Appoint a moderator
12
Set discussion rules
2 people
13
Collect presentations
14
Check presentations
2 people
15
Prepare name badges
2 people
16
Print attendance list
17
Print the program booklets
2 people
18
Communicate route and parking
19
Confirm candidate attendance
20
Check the shopping list
2 people
21
Do the shopping
2 people
22
Setting up shelf-stable catering
2 people
23
Pick up fresh catering
2 people
24
Pick up venue keys
25
Open and ventilate the room
2 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Lay out name badges
29
Lay out program brochures
2 people
30
Set up the presentation equipment
2 people
31
Test presentations
2 people
32
Test microphones
2 people
33
Check the lighting
34
Chill drinks
2 people
35
Prepare coffee and tea
2 people
36
Prepare snacks and sandwiches
3 people
37
Place waste bins
38
Check toilets
39
Brief reception team
2 people

Event

40
Receive candidates
3 people
41
Register visitors
3 people
42
Hand out name badges
2 people
43
Hand out program brochures
2 people
44
Serve coffee and tea
3 people
45
Give the opening speech
46
Explain the program
47
Introduce the candidates
48
Facilitate presentations
2 people
49
Collect questions from the audience
2 people
50
Monitor speaking time per speaker
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Collect used dishes
2 people
54
Announce break
55
Restock break buffet
2 people
56
Facilitate networking conversations
3 people
57
Set up evening buffet
3 people
58
Serve the evening buffet
4 people
59
Distribute diet meals clearly marked
2 people
60
Keep drinks topped up
2 people
61
Moderate the Q&A
2 people
62
Record audience questions
63
Deliver the closing speech
64
Wave goodbye to visitors
3 people
65
Collect the last dishes
2 people

Aftercare

66
Shut down equipment safely
2 people
67
Dismantle presentation equipment
2 people
68
Clean up the buffet and kitchen
3 people
69
Wash dishes
3 people
70
Sort and remove waste
2 people
71
Put the tables and chairs back
4 people
72
Clean the room
3 people
73
Clean the restrooms
74
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Buffet tablesqty 4
Stoolsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 3
Presentation clicker
Power banksqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 90
Wine glassesqty 90
Dinner platesqty 90
Dessert platesqty 90
Knivesqty 90
Forksqty 90
Spoonsqty 90
Serving spoonsqty 8
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 2
Bread knivesqty 2
Scissorsqty 2
Measuring cupsqty 2

Decorations

Name badgesqty 90
Tableclothqty 10
Plantsqty 6
Flagsqty 6
Directional signsqty 8
Name badges for candidatesqty 12

Lighting

Table lampsqty 6
String lightsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before inviting candidates. Leave fixed time for introductions, candidate presentations, visitor questions and transitions; otherwise the discussion usually overruns before the final speaker.
Open registration as soon as the date, venue and schedule are stable. Review registrations at least twice: once to collect dietary requirements and questions, and again 2–3 days before the meeting for the attendance list.
Ask for candidate information and presentations by a firm deadline, preferably at least 5 working days before the event. Check every file on the presentation laptop, including fonts, videos, aspect ratio and HDMI compatibility.
Run a complete technical test before doors open. Connect the projector, screen, speakers, wireless microphones, clicker, extension cords and power strips, then test each microphone from the audience area rather than only beside the table.
Plan the room in two stages: prepare shelf-stable catering and printed materials in advance, then collect fresh catering close to opening time. Pick up the venue keys early enough to ventilate the room, arrange tables and chairs, and set up registration without using guest arrival time.

Frequently asked questions

How early should I start organising a candidate meeting?: Start at least 6–8 weeks before the meeting if candidates, stakeholders and a registration form are involved. Set the date and venue first, then allow 3–4 weeks for invitations and registrations and at least 5 working days for final presentation checks.
When should I confirm candidate attendance?: Request an initial confirmation when invitations go out, then confirm every candidate again 2–3 days before the meeting. This gives you time to adjust the programme, name badges, booklet numbers and moderator brief.
How much time do I need to set up the meeting room?: Allow at least 90 minutes before doors open for keys, ventilation, furniture, registration, catering and printed materials. Add another 30 minutes if the projector, speakers or wireless microphones have not been tested in that room before.
When should I close registration for a candidate meeting?: Close registration 2–3 days before the meeting if you need an accurate attendance list, dietary information and catering quantities. Keep a named contact available for late changes, but do not leave printing and fresh catering decisions until the event day.

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