How to organise a consultation meeting

A consultation meeting works best when participants know why they are there, what will happen next and how their input will be used. Start by defining the goal and audience, then build the programme around the decisions or questions you need to address. Allow time for registration, accessibility checks, catering and room setup—not just the discussion itself. The plan below covers the practical sequence, from booking the room and speakers to testing the projector, preparing name badges and collecting feedback.

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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
Define the goal and target audience
2 people
2
Create the program and schedule
2 people
3
Reserve a room
4
Book speakers and facilitators
2 people
5
Assemble information pack
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
9
Send reminder to invitees
10
Collect dietary requirements
11
Check accessibility needs
12
Update participant list
13
Prepare name badges
2 people
14
Complete the presentation
2 people
15
Select questions and statements
2 people
16
Prepare feedback forms
17
Print handouts
2 people
18
Create the route and signage
19
Order catering and dietary options
20
Test the equipment
2 people
21
Do the shopping
2 people
22
Check room and facilities
2 people
23
Distribute materials per table
2 people
24
Open venue
2 people
25
Ventilate room
26
Set up tables and chairs
3 people
27
Set up the reception table
2 people
28
Set up the presentation equipment
2 people
29
Set up coffee station
2 people
30
Chill drinks
31
Set out snacks and fruit
2 people
32
Lay out materials
2 people
33
Hold a team briefing
4 people

Event

34
Staff the registration table
2 people
35
Receive participants
2 people
36
Hand out name badges
37
Serve coffee and tea
2 people
38
Welcome and explain the program
39
Deliver the presentation
40
Collect questions from the audience
2 people
41
Facilitate discussion tables
5 people
42
Make notes by table
5 people
43
Refill drinks
44
Refill snacks
45
Facilitate the plenary debrief
2 people
46
Record Action Items and Responses
2 people
47
Hand out feedback forms
48
Explain the farewell and next steps
49
Collect Feedback Forms
50
See participants off
2 people

Aftercare

51
Pack leftover catering
2 people
52
Collect and sort waste
2 people
53
Wash dishes and glasses
2 people
54
Clear tables and chairs
3 people
55
Disconnect the presentation equipment
2 people
56
Clean the room
3 people
57
Check and clean the restrooms
58
Lock up the venue
2 people
59
Return materials
2 people
60
Work Out Minutes and Input
2 people
61
Thank participants
62
Send summary to participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 50
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6
Pouring jugsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Flip chartqty 2
Flipchart markersqty 12
Markersqty 30
Timerqty 2

Office

Name badge holdersqty 50
Notepadsqty 50
Ballpoint pensqty 60
Sticky notesqty 12
A4 paperqty 2
Foldersqty 50
Envelopesqty 60
Directional signsqty 12

Decorations

Tableclothqty 8
Flower arrangementsqty 4
Table name signsqty 8

Refrigeration

Coolersqty 3

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Bucketsqty 2
Mopsqty 2

Catering

Thermos flasksqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving tongsqty 6
Tea boxesqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Water dispensersqty 2

Tips

Set the purpose before writing the agenda. Keep the programme focused on one main consultation goal, and include clear start and finish times for presentations, discussion and feedback.
Open registration early enough to process the participant list, dietary requirements and accessibility needs before the meeting. Send a reminder close to the date and update the list again after replies arrive.
Confirm the room layout against the format of the meeting. Check that tables, chairs, the reception desk and directional signs support registration, small-group work and easy movement through the venue.
Test the presentation setup in the actual room before participants arrive. Check the laptop, projector, screen, HDMI cable, microphone, extension cords and power strips together rather than separately.
Prepare participant materials by table before opening the venue. Put out name badge holders, notepads, pens, handouts and feedback forms, and allow time to ventilate the room and check the facilities.

Frequently asked questions

How far in advance should I organise a consultation meeting?: Start at least 6 weeks ahead if you need to reserve a room, book speakers or facilitators and open registration. Complete the programme and presentation about 1 week before the meeting, then use the final 2–3 days for reminders, materials and equipment checks.
How long should a consultation meeting last?: Allow 2–3 hours for a focused consultation with an introduction, information section, discussion and feedback. Add at least 15 minutes for registration and informal arrival time so the scheduled programme does not start late.
When should I collect dietary and accessibility requirements?: Ask for both when people register, ideally no later than 2 weeks before the meeting. Confirm the final numbers and requirements with the caterer and venue 3–5 working days beforehand.
When should I test the equipment for a consultation meeting?: Test the laptop, projector, screen, HDMI connection and wireless microphone at least 1 day before the meeting, preferably in the booked room. Repeat a quick check 30–60 minutes before opening the venue.

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