How to organise a debt advice evening

A debt advice evening needs a clear structure from the moment people register until they leave with the right information. Start by confirming the speakers and setting the timetable, then organise the venue around both a shared presentation and private advice corners. Keep registration, forms and dietary requirements under control before the day. On site, test the laptop, projector, microphone and cables before welcoming guests, and leave enough time to prepare coffee, tea and chilled drinks.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the schedule and times
2 people
2
Confirm speakers and guides
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Send registration confirmations
7
Reserve the venue and room layout
8
Collect presentation materials
2 people
9
Print handouts and forms
2 people
10
Check participant list
11
Do the shopping
2 people
12
Keep chilled products cool
13
Bring materials to the venue
2 people
14
Check the Venue
2 people
15
Set up tables and chairs
3 people
16
Set up advice corners
3 people
17
Connect presentation equipment
2 people
18
Set up registration desk
2 people
19
Lay out handouts
2 people
20
Prepare coffee and tea
2 people
21
Chill drinks
22
Set up catering
2 people
23
Test technology and presentation
2 people

Event

24
Handle reception and registration
3 people
25
Guide visitors to the hall
2 people
26
Serve coffee and tea
2 people
27
Deliver welcome presentation
28
Lead the information session
2 people
29
Moderate the Q&A
2 people
30
Refill snacks and drinks
2 people
31
Facilitate one-on-one conversations
5 people
32
Hand out additional information
2 people
33
Finalize attendance list
34
See visitors off
2 people

Aftercare

35
Store leftovers in the fridge
2 people
36
Wash dishes
2 people
37
Clear tables and chairs
3 people
38
Disconnect equipment
2 people
39
Collect waste
2 people
40
Clean the hall and kitchen
3 people
41
Return borrowed materials
2 people
42
Send follow-up information

What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Registration desk
Conversation tablesqty 5
Office chairsqty 10
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Power banksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Teaspoonsqty 60
Forksqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving plattersqty 6
Pliersqty 4
Cutting boardsqty 2

Office

Name badgesqty 60
Pensqty 40
Clipboardsqty 10
Notepadsqty 40
Flip chart
Flipchart markersqty 6
Tapeqty 3
Scissorsqty 2
Document foldersqty 60
Information leafletsqty 100

Lighting

Table lampsqty 5

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the schedule before sending invitations. Allow time for reception, the main presentation and private conversations, rather than putting every activity into one continuous block.
Confirm speakers and guides early, then collect their presentation materials before printing handouts and forms. Keep a final digital copy on the laptop in case a printed page is missing.
Arrange conversation tables and office chairs away from the presentation area. This gives visitors a quieter place to speak privately and prevents advice conversations from being overheard.
Set up the registration desk with name badges, pens, clipboards and notepads before doors open. Check the participant list against registrations and keep dietary requirements with the catering information.
Test the projector, screen, HDMI cable, wireless microphone, extension cords and power strips before guests arrive. A short equipment check is faster than troubleshooting after the presentation has started.

Frequently asked questions

How early should I start planning a debt advice evening?: Start at least 4 weeks before the event. That gives you time to reserve the venue, confirm speakers and guides, send invitations, process registrations and collect dietary requirements.
How long should a debt advice evening last?: Plan around 2 to 3 hours, including registration, the presentation and private advice conversations. Keep the timetable visible so visitors know when they can move from the hall to an advice corner.
When should I test the presentation equipment?: Test the laptop, projector, screen, microphone and cables at least 60 minutes before registration opens. Check the actual presentation file and confirm that every device has power.
How many advice corners should I set up?: Set up one conversation table and two chairs for each adviser or advice team available at the same time. For example, three advisers need three separate tables if conversations must stay private.

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.