How to organise a consultation meeting

A consultation meeting works best when participants know why they are invited, what will be discussed and how their input will be used. Start by fixing the audience, date and room, then build registration, questions and the programme around those decisions. Allow enough time to collect dietary requirements, presentations and accessibility needs before ordering catering or printing materials. On the day, plan the room layout, technology, sign-in and note-taking as one connected process.

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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
Determine target audience and mailing list
2 people
2
Confirm date and location
2 people
3
Reserve a room
4
Draft invitation text
2 people
5
Publish registration form
6
Send invitations
2 people
7
Announce the meeting online
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect questions in advance
2 people
11
Create the program and schedule
2 people
12
Collect presentations and documents
2 people
13
Assign discussion facilitators
2 people
14
Assign note-takers
2 people
15
Order catering
16
Reserve equipment
17
Check accessibility
2 people
18
Design signage
19
Prepare name labels
2 people
20
Print attendance list
21
Print handouts
2 people
22
Do the shopping
2 people
23
Bring materials to the venue
2 people
24
Check the space and entrance
2 people
25
Set up tables and chairs
4 people
26
Set up registration desk
2 people
27
Set up the presentation table
2 people
28
Set up projector and screen
2 people
29
Connect microphones
2 people
30
Test the presentation and video
2 people
31
Set out coffee and tea
2 people
32
Set out water and juice
33
Set out snacks and fruit
2 people
34
Hang up signage
2 people

Event

35
Receive participants
3 people
36
Register attendance
2 people
37
Hand out name tags
2 people
38
Explain the program
39
Facilitate presentations
2 people
40
Collect questions from the audience
2 people
41
Facilitate discussion tables
6 people
42
Record minutes and feedback
6 people
43
Serve coffee and tea
2 people
44
Refill drinks
2 people
45
Refill snacks
2 people
46
Keep the break room tidy
47
Serve dinner
3 people
48
Handle final questions
2 people
49
Explain the next steps
50
See participants off
2 people

Aftercare

51
Collect lost items
2 people
52
Collect tableware and glasses
2 people
53
Sort and remove waste
2 people
54
Wash dishes
2 people
55
Clean the room
3 people
56
Put tables and chairs back
4 people
57
Power Down and Pack Up Equipment
2 people
58
Remove signage
2 people
59
Return materials
2 people
60
Return borrowed materials
61
Archive attendance list
62
Prepare the minutes and feedback
2 people
63
Send thank-you message
64
Share follow-up documents

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Sound system
Laptop
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Coffee potsqty 4
Water jugsqty 6

Kitchen

Serving traysqty 6
Soup potsqty 2
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Thermos flasksqty 4

Registration

Name card holdersqty 70
Clipboardsqty 8
Ballpoint pensqty 30
Notepadsqty 70
Ballot boxesqty 6
Flip chartsqty 6
Flipchart standsqty 6
Whiteboard markersqty 24
Sticky notesqty 12
Name stickersqty 80

Decorations

Directional signsqty 8
Information boardsqty 6

Cleaning

Waste binsqty 6
Cleaning clothsqty 12
Dishpanqty 2

Catering

Groceries

Tips

Set the purpose and audience before writing the invitation. Use the registration form to collect attendance, dietary requirements and questions in advance, so the programme reflects the people who will actually attend.
Fix the room before publishing the registration form. Check the entrance, accessible routes, seating layout and power supply at least 1 week before the meeting, especially if you need a projector, microphones and a sound system.
Build the schedule around participation rather than presentations alone. Leave a defined time slot for questions and discussion, and assign facilitators and note-takers before sending the final programme.
Prepare the arrival process separately from the meeting content. Put the registration table, attendance list, name labels, clipboards and pens together, and print enough hand-outs for every registered participant plus 10% extra.
Test the full technology setup in the actual room on the day or the day before. Bring the laptop, clicker, extension cords and power strips, and keep a non-digital version of key documents available in case the projector or sound system fails.

Frequently asked questions

How far in advance should I organise a consultation meeting?: Start at least 6 weeks before the meeting. Reserve the room and set the date first, then allow 3 to 4 weeks for invitations and registration, followed by 1 week to confirm the programme, catering and technical setup.
When should I send invitations for a consultation meeting?: Send the first invitations 3 to 4 weeks before the meeting and close registration about 5 working days beforehand. This gives you time to process registrations, confirm dietary requirements and print the attendance list and hand-outs.
How much time should I allow for questions and discussion?: Reserve at least 25% of the total meeting time for questions and discussion. For a 2-hour meeting, that means about 30 minutes, with questions collected in advance so the facilitator can group related topics.
When should catering and equipment be confirmed?: Confirm catering and technical equipment 7 to 10 days before the meeting, once registration numbers are reliable. Recheck quantities, microphones, projector, screen, power access and accessibility requirements 1 day before the event.

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