How to organise a city council installation

A city council installation combines a formal ceremony with practical guest, press and technical arrangements. Start by confirming the date and venue, then build the programme around speakers, promises and declarations before inviting anyone. After registrations open, collect dietary requirements, prepare the seating plan and order catering. The final week is for printing badges and programmes, checking presentations, testing microphones and setting up the council table so the ceremony can begin without last-minute changes.

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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
Confirm date and location
2
Draft invitations
3
Send invitations
4
Register sign-ups
5
Collect dietary requirements
6
Finalize the program
2 people
7
Confirm speakers
8
Check promises and declarations
2 people
9
Prepare name badges
10
Create seating plan
2 people
11
Order catering
12
Order flowers and decorations
13
Reserve equipment
14
Inform the photographer
15
Prepare press list
16
Send press invitations
17
Collect presentations
18
Print name badges
19
Print programs
20
Do the shopping
2 people
21
Check the venue
2 people
22
Clean the room
2 people
23
Set out chairs
3 people
24
Set up tables
3 people
25
Set up the council table
2 people
26
Mark seating
2 people
27
Place name tags
2 people
28
Place flags
2 people
29
Place floral arrangements
2 people
30
Set up sound equipment
2 people
31
Test microphones
2 people
32
Test presentations
2 people
33
Check the lighting
34
Set up registration desk
2 people

Event

35
Staff the reception desk
2 people
36
Welcome guests
3 people
37
Hand out programs
2 people
38
Assist the press
39
Guide guests to the hall
2 people
40
Support the opening
41
Call speakers
42
Operate microphones
43
Guide the photo moment
2 people
44
Set Up Reception
3 people
45
Serve coffee and tea
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Serve diet meals
2 people
50
Collect tableware
2 people
51
Inform guests about departure

Aftercare

52
Turn off the sound equipment
2 people
53
Remove decorations
2 people
54
Clear tables and chairs
3 people
55
Collect waste
2 people
56
Wash dishes
3 people
57
Clean the room
3 people
58
Collect lost and found items
59
Store equipment safely
2 people
60
Return rental items
2 people
61
Clear away leftover catering
2 people
62
Archive photos and documents
63
Send thank-you messages

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Quiz table
Speaker table
Registration desk
Buffet tablesqty 3
Coat racksqty 4

Tableware

Coffee cupsqty 80
Glassesqty 100
Wine glassesqty 80
Platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving traysqty 12
Coffee potsqty 6
Thermos flasksqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
Presentation clicker

Decorations

Dutch flag
Municipal flag
Flower arrangementsqty 6
Table runnersqty 12
Name badge holdersqty 40
Name badgesqty 100
Poster puttyqty 2
Chalkboardsqty 3

Lighting

Standing lampsqty 4

Kitchen

Corkscrewqty 2
Bottle openersqty 3
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 4
Ice cube traysqty 4

Catering

Groceries

Tips

Lock the date, venue and programme before sending invitations. Confirm speakers and the order of promises or declarations early, because a late change affects invitations, seating, printed programmes and the press list.
Open registration with a clear deadline and ask for dietary requirements at the same time. Close replies at least 7 days before the installation so catering numbers, name badges and seating can be finalised.
Treat the council table and guest seating as separate layouts. Mark places for councillors, speakers and officials on the seating plan, then check that chairs, tables, the registration desk and coat racks fit the room.
Collect every presentation at least 3 days before the event and test the laptop, projector, screen, clicker, mixer, speakers and wireless microphones together. Keep extension cords, power strips and HDMI cables available rather than discovering a missing connection during the ceremony.
Do the venue check and room setup in a fixed order: clean first, place tables and chairs, set up the council table, then add flags, flowers and catering equipment. Print badges and programmes only after the final attendee list and programme have been checked.

Frequently asked questions

How far in advance should I plan a city council installation?: Set the date and venue at least 8 weeks ahead, especially if the installation includes speakers, press invitations and catering. Use the final 7 days for confirmations, printing and technical checks rather than major decisions.
When should invitations for a city council installation be sent?: Send invitations once the date, location and basic programme are confirmed, usually 6 to 8 weeks before the ceremony. Set an RSVP deadline about 2 weeks before the event and keep the last 7 days for changes and follow-up.
When should I order catering for a council installation?: Collect dietary requirements with the registrations and place the catering order around 7 days before the event. Reconfirm the final headcount and special meals 2 to 3 days before delivery.
How early should the room be set up for the installation?: Allow at least 3 hours for cleaning, arranging chairs and tables, setting up the council table, placing decorations and testing the sound and presentation equipment. Finish the microphone and presentation test at least 30 minutes before guests arrive.

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.