How to organise a Customer Day from start to finish

A Customer Day runs smoothly when registration, catering and room setup are planned in that order. Start by booking the room and setting a clear guest limit, then open registration and collect dietary requirements before ordering food. In the final week, confirm numbers, parking details and deliveries. On the day itself, allow time for the welcome desk, buffet, seating and name badges before the first customer arrives.

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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
Reserve a room
2
Compile the guest list
2 people
3
Send invitations
2 people
4
Open the registration form
5
Process registrations
6
Collect dietary requirements
7
Send parking information
8
Determine catering quantities
2 people
9
Arrange the table layout
2 people
10
Print the program
11
Prepare name badges
2 people
12
Confirm deliveries
13
Close registrations
14
Share final numbers
15
Send reminder
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Set aside special diet meals
2 people
20
Clean the room
2 people
21
Set up tables
3 people
22
Set up chairs
3 people
23
Set up registration desk
2 people
24
Set up buffet
3 people
25
Hang decorations
2 people
26
Set up lighting
2 people
27
Test the music
28
Prepare program
29
Brief the reception team
3 people

Event

30
Register guests
3 people
31
Welcome guests
2 people
32
Serve coffee and tea
2 people
33
Announce the program
34
Serve snacks
3 people
35
Refill drinks
2 people
36
Restock the buffet
2 people
37
Designate diet options
38
Clear used tables
2 people
39
Empty trash bins
40
Check toilets
41
Serve the last round
2 people
42
See off guests
2 people

Aftercare

43
Pack leftovers
2 people
44
Wash dishes
3 people
45
Put furniture back
3 people
46
Clean the room
3 people
47
Dispose of waste
2 people
48
Sort materials
2 people
49
Return borrowed items
2 people
50
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration tablesqty 2
Buffet tablesqty 3
Coat racksqty 2

Tableware

Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Portable speaker
Extension cordsqty 4
Power stripsqty 4

Decorations

Name badgesqty 70
Card holdersqty 10
Tableclothsqty 10
Flower arrangementsqty 6
Welcome sign
Program boardsqty 4
Pensqty 12

Lighting

String lightsqty 4
Table lampsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Serving plattersqty 12

Cleaning

Cleaning bucketsqty 2
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the guest limit before sending invitations. Keep registration open long enough to collect responses, then close it before catering quantities and seating are finalised.
Send parking information with the invitation and repeat it in the reminder. Visitors who do not know where to park often arrive late and create a queue at the registration desk.
Collect dietary requirements through the registration form rather than by informal email. Set aside special-diet meals separately and label them before the buffet opens.
Prepare name badges and print the programme before the day. Put spare badges and pens at the registration table so late changes do not hold up check-in.
Work backwards from the arrival time for setup. Clean the room first, then place tables and chairs, arrange the registration desk and buffet, chill drinks, and confirm deliveries before guests arrive.

Frequently asked questions

How far in advance should I plan a Customer Day?: Start planning at least 6 to 8 weeks ahead. Book the room first, then allow several weeks for invitations and registration, with final catering numbers shared after registrations close.
When should I close registration for a Customer Day?: Close registration 5 to 7 days before the event. This gives you time to confirm the guest list, dietary requirements, seating, catering quantities and name badges.
How much food and drink do I need for a Customer Day?: Base catering on the final registered guest count, then add a small buffer of about 5 to 10 percent. For the first hour, plan on 2 to 3 drinks per person, including water, coffee and other refreshments.
How early should I arrive to set up a Customer Day?: Allow at least 2 hours for setup, and 3 hours if deliveries, buffet preparation and room changes happen on site. Finish the registration desk, signage and name badges before the first arrival window.

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