How to organise a debate night that runs on time

A debate night works best when the argument is prepared before the audience arrives. Start by booking a suitable room, choosing one focused topic and confirming speakers and a moderator. Then set clear rules, open registration and collect questions early enough to shape the programme. On the day, allow time to arrange the speaker area, registration table and coffee station, then test every microphone, cable and presentation before doors open.

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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 the room
2
Define the debate topic
3 people
3
Approach speakers
2 people
4
Assign moderator
5
Draw up debate rules
2 people
6
Collect questions for the debate
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
10
Collect dietary requirements
11
Send speaker information
12
Finalize the program
2 people
13
Prepare name badges
14
Print audience questions
15
Collect presentation files
16
Do the shopping
2 people
17
Inform the speakers again

Event

18
Open hall
2 people
19
Set up tables and chairs
4 people
20
Set up the speaker area
2 people
21
Connect the technical equipment
2 people
22
Test microphones and sound
2 people
23
Test presentation
24
Set up coffee station
2 people
25
Set up the registration table
2 people
26
Receive participants
3 people
27
Explain the program
28
Facilitate the debate
2 people
29
Keep track of time and speaking time
30
Collect audience questions
2 people
31
Submit questions to speakers
32
Refill drinks
2 people
33
Wrap up the debate
34
Wave goodbye to visitors
2 people

Aftercare

35
Collect tableware
2 people
36
Switch off the equipment
2 people
37
Clear tables and chairs
4 people
38
Collect waste
2 people
39
Wash dishes
2 people
40
Clean the room
3 people
41
Check materials
2 people
42
Return borrowed materials
2 people
43
Store leftovers
44
Send thank-you message

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Speaker tablesqty 2
Registration desk
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 3
Speakerqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Presentation clicker
Timer
Spare batteriesqty 8

Tableware

Coffee cupsqty 80
Glassesqty 80
Teaspoonsqty 80
Serving spoonsqty 6
Tableware cratesqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Small bowlsqty 12
Serving traysqty 4

Decorations

Tableclothqty 8
Name badge holdersqty 10
Directional signsqty 6
Program standsqty 4

Lighting

Standing lampsqty 4
Light extension cordsqty 2

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Choose one debate topic that can be stated in a single sentence, and write down the format before inviting speakers. Decide how long each opening statement, response and audience question will last.
Confirm the moderator and speakers early, then send them the rules, running order and practical information in one message. Send a reminder again shortly before the event so nobody arrives without the latest programme.
Open registration as soon as the room and speakers are confirmed. Review registrations before the event, record dietary requirements and prepare name badges rather than trying to sort these out at the registration desk.
Collect audience questions before the evening and print the final selection. Keep extra questions with the moderator, who can use them if the audience is quiet or if a discussion finishes early.
Schedule the room setup before guests arrive, not during registration. Test both wireless microphones, the laptop, projector, presentation and timer, and keep spare batteries, HDMI cables and extension leads within reach.

Frequently asked questions

How far in advance should I organise a debate night?: Start at least 6 to 8 weeks ahead. That gives you time to reserve the room, approach speakers, confirm the moderator, open registration and collect questions before the programme is final.
How many speakers do you need for a debate night?: Two to four speakers usually gives the moderator enough viewpoints without making the discussion difficult to manage. Allow at least 10 minutes before the event to brief everyone on the rules and speaking order.
How long should a debate night last?: Plan for about 90 minutes to 2 hours, including introductions, opening statements, discussion and audience questions. Add 30 to 45 minutes beforehand for room setup, registration and technical testing.
When should you test the microphones and presentation?: Test the sound system and presentation at least 45 minutes before doors open. Check each microphone separately, run the presentation from the actual laptop, and confirm that the timer, projector and backup cables work.

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