How to organise a debate night from start to finish

A debate night runs smoothly when the programme, speakers and room setup are planned in that order. Start by confirming the date and venue, then choose a focused topic, recruit speakers and appoint a moderator. Build the run sheet around arrival, registration, debate rounds and questions from the audience. In the final week, confirm every speaker, test the microphones and presentation, and prepare the registration desk, seating, name badges, programmes and refreshments.

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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
Confirm date and location
2
Set debate topic
2 people
3
Approach speakers
2 people
4
Assign moderator
5
Reserve equipment
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Publish the program
10
Collect speaker information
11
Prepare debate questions
2 people
12
Develop the run sheet
13
Confirm speakers' attendance
14
Order catering
15
Prepare name badges
16
Print programs
17
Do the shopping
2 people
18
Open venue
2 people
19
Clear and clean the hall
3 people
20
Set up chairs
4 people
21
Set up tables and debate seating
3 people
22
Connect the technical equipment
2 people
23
Test microphones
2 people
24
Test presentation
25
Set out coffee and tea
2 people
26
Set up registration desk
2 people
27
Hang up signage
2 people

Event

28
Welcome speakers
2 people
29
Register visitors
3 people
30
Hand out programs
2 people
31
Open the debate
32
Facilitate the debate
2 people
33
Refill drinks
2 people
34
Serve break snacks
3 people
35
Collect questions from the audience
2 people
36
Moderate audience questions
37
Close the debate
38
See off speakers

Aftercare

39
Collect waste
3 people
40
Wash dishes
2 people
41
Clear the hall
4 people
42
Clean the venue
3 people
43
Disconnect equipment
2 people
44
Check materials
45
Return equipment
2 people
46
Send visitor thank-you gifts
47
Send speaker thank-you note

What to bring

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

Furniture

Chairsqty 100
Tablesqty 8
Speaking tablesqty 2
Registration desk
Stoolsqty 4

Equipment

Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Digital timer

Tableware

Glassesqty 120
Coffee cupsqty 100
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving jugsqty 3

Decorations

Name badge holdersqty 12
Tableclothsqty 8
Information boardsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the topic before approaching speakers, and give each speaker the format, expected speaking time and response rules. A clear brief prevents last-minute changes to the programme.
Work backwards from the event date: publish the programme only after speaker attendance is confirmed, and set a registration deadline at least 3 days before the debate so dietary requirements can be collected.
Allow at least 60 minutes before doors open to arrange chairs, speaking tables and the registration desk. This leaves time to connect the mixer, projector and laptop instead of testing them as guests arrive.
Test every microphone and the presentation with the actual laptop, HDMI cables and projector. Keep extension cords, power strips and a digital timer ready; missing adapters and untested sound are common causes of delays.
Plan refreshments around the timetable, not just the guest count. Put coffee, tea, cups, glasses, plates and cutlery out before registration, and keep serving jugs or thermos flasks ready for a short interval.

Frequently asked questions

How far in advance should I organise a debate night?: Start at least 6 weeks before the event. Use the first 2 weeks to confirm the venue, topic, moderator and speakers, then leave the final week for attendance checks, printing and technical testing.
How long should a debate night last?: Allow about 90 to 120 minutes for the debate itself, plus 30 minutes for registration and 15 to 20 minutes for refreshments. A run sheet with timed speaking slots and audience questions keeps the evening on schedule.
When should I confirm debate speakers?: Confirm speakers twice: once when they accept and again 7 days before the event. Ask for their final information, presentation needs and attendance confirmation during the second check.
How early should I set up the room for a debate night?: Open the venue at least 60 minutes before guests arrive. Set the chairs, tables and speaking area first, then connect and test the microphones, mixer, laptop, projector and presentation before opening registration.

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