How to organise a debate night that runs on time

A debate night needs more than a few good statements and willing speakers. Start by fixing the format, audience capacity and running order, then build the programme around the moderator and panel. Registration, dietary requirements and technical checks need deadlines of their own, because they are easy to leave until the final week. Use a printed run sheet, clear signs and a visible timer so the evening stays fair, understandable and on schedule.

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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
Set the theme and debate format
2 people
2
Formulate debate statements
3 people
3
Contact debate moderator
4
Invite panelists
2 people
5
Confirm panel participation
6
Reserve venue
7
Check hall capacity
2 people
8
Check technical facilities
2 people
9
Create a registration form
10
Send invitations
2 people
11
Distribute promotional poster
2 people
12
Process registrations
13
Process registrations
14
Collect dietary requirements
15
Answer visitors' questions
16
Finalize the program
2 people
17
Print the run sheet
18
Prepare name badges
2 people
19
Prepare debate questions
2 people
20
Prepare ballots
2 people
21
Collect presentations
22
Technically test presentations
2 people
23
Order catering
24
Assign volunteers
2 people
25
Create signage
2 people
26
Do the shopping
2 people
27
Check groceries
2 people
28
Chill drinks
2 people
29
Prepare materials
2 people
30
Remind panelists

Event

31
Open hall
2 people
32
Set up tables
4 people
33
Set up chairs
4 people
34
Set up the panel table
2 people
35
Set up the speaker table
2 people
36
Set up microphones
2 people
37
Connect the sound system
2 people
38
Connect presentations
2 people
39
Set up lighting
2 people
40
Set up the information table
2 people
41
Set up the registration table
2 people
42
Set up the catering buffet
3 people
43
Prepare coffee and tea
2 people
44
Lay out name badges
45
Welcome the debate moderator
46
Receive panelists
2 people
47
Brief panelists
2 people
48
Register participants
3 people
49
Guide visitors to the hall
2 people
50
Serve coffee and tea
3 people
51
Handle the opening
52
Explain debate rules
53
Facilitate the debate
2 people
54
Collect audience questions
2 people
55
Refill drinks
2 people
56
Serve snacks
3 people
57
Conduct audience voting
2 people
58
Process the results
2 people
59
Handle the closing
60
See off the panelists
2 people
61
See visitors out
2 people

Aftercare

62
Clear away food and drinks
3 people
63
Collect waste
3 people
64
Wash dishes
3 people
65
Switch off equipment
2 people
66
Store microphones
2 people
67
Clear away presentation materials
2 people
68
Put the chairs back
4 people
69
Put the tables back
4 people
70
Clean the room
3 people
71
Check toilets
72
Remove signage
2 people
73
Take waste to the bins
2 people
74
Lock up the venue
2 people
75
Return borrowed materials
2 people
76
Store leftover stock
77
Register lost and found items
78
Archive participant list

What to bring

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

Furniture

Chairsqty 100
Tablesqty 12
Panel table
Speaker table
Stoolsqty 6
Registration desk
Information desk
Coat racksqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
HDMI cablesqty 2
HDMI adaptersqty 3
Extension cordsqty 5
Power stripsqty 5
Spare batteriesqty 12
Power banksqty 2
Clicker
Timerqty 2
Wall clock
Voting clickersqty 100

Lighting

Standing lampsqty 4
Mood lightingqty 4
Spare bulbsqty 4

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 120
Cake platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 80
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 6

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving traysqty 6
Measuring cupsqty 2
Thermometer

Decorations

Tableclothsqty 12
Stage backdrop
Name card holdersqty 8
Pen holdersqty 4
Plantsqty 6
Postersqty 8
Directional signsqty 10
Poster puttyqty 4
Painter's tapeqty 6
Table signsqty 8

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Dustpan and brushqty 2
Rubber glovesqty 6
Cleaning clothsqty 20
Toilet brushesqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Choose the debate format before inviting panelists. Decide how many rounds, audience questions and voting moments you need, then write statements that fit the available time rather than trying to cover too much.
Confirm the moderator and every panelist before publishing the programme. Ask for presentations and technical requirements at least 7 days ahead, then test each file on the event laptop with the projector and HDMI adapters.
Check the venue against both capacity and technology, not just the room size. Test the microphones, speakers, mixer, screen and power points in the actual room, and keep spare batteries, extension cords and power strips available.
Close registration with enough time to process names and dietary requirements. Prepare badges, a registration desk, an information desk and signage before doors open; two volunteers can usually cover check-in and visitor questions for a small event.
Print the run sheet and prepare ballots, voting clickers and the timer before the audience arrives. Leave at least 30 minutes for setup, including arranging the panel table, speaker table, chairs, microphones and presentation equipment.

Frequently asked questions

How far in advance should I organise a debate night?: Start at least 6 weeks before the event. Reserve the venue and contact the moderator first, then allow 2 to 3 weeks for invitations, registrations and panel confirmations.
How long should a debate night last?: Plan for about 90 to 120 minutes of debate, plus 30 minutes for arrival and registration. Keep each statement or round within a fixed time and use a visible timer to prevent overruns.
When should debate presentations be submitted?: Set the submission deadline 7 days before the event. Technically test every presentation at least 2 days beforehand, using the same laptop, projector, cables and adapters planned for the evening.
How many microphones do I need for a debate panel?: Provide one wireless microphone per active speaker, plus one for the moderator; for example, a four-person panel needs at least 5 microphones. Keep spare batteries ready and test the sound system before doors open.

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.