How to organise a children’s council meeting
A children’s council meeting needs more than an agenda and a room. You need time to collect registrations, dietary requirements and parental consent, then turn that information into a workable programme. Start with the date and invitations, confirm every guest, and leave the final hours for setup rather than paperwork. This approach keeps the reception desk, activities, catering and presentation ready before the children arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Send invitations
- 2
Process registrations
- 3
Register cancellations
- 4
Collect dietary requirements
- 5
Collect parental consent forms
- 6
Prepare the agenda and program
2 people
- 7
Confirm speakers and guests
- 8
Reserve a room
- 9
Order catering
- 10
Prepare activities
2 people
- 11
Make name badges
- 12
Print agenda and forms
- 13
Check the presentation
- 14
Test the equipment
2 people
- 15
Do the shopping
2 people
- 16
Prepare snacks
3 people
- 17
Chill drinks
- 18
Set up tables and chairs
3 people
- 19
Connect the technical equipment
2 people
- 20
Set up worktables
2 people
- 21
Lay out name badges
- 22
Set up the reception desk
- 23
Hang up signage
- 24
Check toilets
- 25
Give the briefing to the guides
2 people
Event
- 26
Register participants
2 people
- 27
Welcome participants
2 people
- 28
Open the Children’s Council
- 29
Explain the schedule and rules
- 30
Deliver the presentation
2 people
- 31
Serve break drinks and snacks
3 people
- 32
Refill drinks
- 33
Guide group assignments
4 people
- 34
Serve dinner
4 people
- 35
Record decisions and actions
2 people
- 36
Moderate the Q&A
2 people
- 37
Wrap up the children's council
- 38
Guide participant departures
3 people
Aftercare
- 39
Collect waste
2 people
- 40
Wash dishes
3 people
- 41
Clear tables and chairs
3 people
- 42
Clean the room
2 people
- 43
Switch off the equipment
2 people
- 44
Check materials
2 people
- 45
Return borrowed items
2 people
- 46
Process the attendance list
- 47
Develop minutes and action items
2 people
- 48
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairsqty 40
- Reception desk
- Coat racksqty 2
Equipment
- Laptop
- Projector
- Projection screen
- Portable speaker
- Microphoneqty 2
- Extension cordsqty 3
Office
- Name badgesqty 40
- Pensqty 45
- Notepadsqty 40
- Flipchart padsqty 3
- Markersqty 24
- Sticky notesqty 12
- Clipboardsqty 8
- Presentation foldersqty 40
Tableware
- Reusable cupsqty 50
- Platesqty 45
- Cutlery setsqty 45
- Coffee cupsqty 30
- Serving traysqty 6
- Water jugsqty 6
Kitchen
- Coolersqty 3
- Cutting boardsqty 3
- Kitchen knivesqty 3
- Serving spoonsqty 6
Decorations
- Tableclothsqty 8
- Buntingqty 4
- Directional signsqty 8
Cleaning
- Waste binsqty 4
- Bucketsqty 2
- Cleaning clothsqty 8
Lighting
- Table lampsqty 4
Catering
- Groceries
Tips
- Send invitations early enough to allow time for registrations, cancellations and parental consent forms. Set a clear reply deadline, then check the final attendance and dietary requirements before ordering catering.
- Build the agenda around short discussion blocks and prepared activities. Allow at least one change of pace during the meeting, and print the agenda and forms before the setup period begins.
- Confirm speakers, guests and guides before the final week. Give guides a briefing with the timetable, room layout and activity instructions so they are not working out their roles at the reception desk.
- Test the laptop, projector, screen, speaker, microphone and extension cords before the meeting day. Run the actual presentation through the equipment, because a file that opens on one laptop may still display incorrectly on the projector.
- Set up tables, chairs, worktables, the reception desk and signage before participants arrive. Lay out name badges, pens, notepads and water, and check the toilets and catering area during the final room walk-through.
Frequently asked questions
- How far in advance should I invite children to a council meeting?
- Send invitations at least 3 weeks before the meeting. Set the registration and parental-consent deadline around 7 days before the event, leaving time to follow up missing forms and update catering numbers.
- When should I collect dietary requirements for a children’s council meeting?
- Ask for dietary requirements on the registration form and close the information request 7 days before the meeting. Give the final list to the caterer when you confirm the number of portions.
- How long before the meeting should the room be set up?
- Plan to start room setup 90 minutes before participants arrive. Connect and test the technical equipment first, then arrange tables and chairs, prepare the reception desk, lay out badges and check the toilets.
- How many name badges and printed agendas do I need?
- Prepare one name badge and one agenda for every registered participant, then add 10% extra for late changes or damaged copies. Keep blank badges and spare printed forms at the reception desk.
Start this plan in Lizzt
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