How to organise a Democracy Day

A successful Democracy Day depends on a clear programme and a reliable running order. Start by confirming the date, venue, permits and speakers before opening registrations or promoting the event. Then collect dietary and workshop information, prepare the room layout and test every presentation and sound connection. Leave the final day for setup, name badges, voting-booth details and briefing the team—not for solving missing equipment or unclear timings.

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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 date and program
2 people
2
Reserve venue
3
Check permits
4
Book speakers and workshop leaders
2 people
5
Publish the program online
6
Send invitations
2 people
7
Open the registration form
8
Distribute promotional posters
3 people
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Organize workshop registrations
2 people
13
Send speaker information
14
Print the run sheet and contact list
15
Do the shopping
2 people
16
Check materials
2 people
17
Prepare name badges
2 people
18
Clean the room
3 people
19
Set up tables and chairs
4 people
20
Set up a stage-free presentation space
3 people
21
Connect sound equipment
2 people
22
Test presentations
2 people
23
Build the voting booth
2 people
24
Set up information stands
3 people
25
Hang decorations
2 people
26
Set out coffee and tea
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Set up the registration table
2 people
30
Give volunteer briefing
3 people

Event

31
Register visitors
3 people
32
Welcome and explain the program
33
Staff information booths
4 people
34
Serve coffee and tea
2 people
35
Serve snacks
2 people
36
Support voting assistance and booths
2 people
37
Facilitate the debate workshop
2 people
38
Facilitate the fake news workshop
2 people
39
Moderate the panel discussion
3 people
40
Refill drinks
2 people
41
Empty trash bins
2 people
42
Pass around the microphones
43
Announce evening program
44
Facilitate the audience debate
3 people
45
Give a thank-you speech
46
See visitors out
3 people

Aftercare

47
Clean up catering
3 people
48
Turn off the sound equipment
2 people
49
Remove decorations and signage
3 people
50
Put tables and chairs back
4 people
51
Wash dishes
3 people
52
Clean the room
3 people
53
Sort and dispose of waste
2 people
54
Pack up materials
3 people
55
Return borrowed items
2 people
56
Store leftovers
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
High tablesqty 6
Registration desk
Coat rackqty 2

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Mixer
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Power banksqty 3

Tableware

Reusable glassesqty 120
Coffee cupsqty 100
Coffee spoonsqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 12
Measuring cupsqty 2

Decorations

Buntingqty 8
Dutch flagsqty 4
Tableclothsqty 12
Flower arrangementsqty 6
Name badgesqty 120
Badge holdersqty 120
Directional signsqty 12
Program boardsqty 6
Sticky tackqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Batteriesqty 24

Catering

Voting booth
Ballot box
Ballot formsqty 150
Voting markersqty 20
Information leafletsqty 250
Notepadsqty 30
Ballpoint pensqty 60
Flip chartsqty 4
Flip chart sheetsqty 4
Markersqty 24
Color cardsqty 300
Voting stickersqty 300
Groceries

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 4
Towel rollsqty 8
Toilet paperqty 24

Tips

Confirm the venue and any permits before publishing the date. Keep a backup venue option available until the main location, access arrangements and room capacity are settled.
Build the programme around fixed speaker and workshop times, then publish the timetable before sending invitations. Ask speakers for their presentation files and technical requirements at least 7 days beforehand.
Close registration early enough to process dietary requirements and workshop choices. Use the final registration numbers to plan seating, name badges, refreshments and the number of workshop places.
Run a full technical check before guests arrive: connect the laptop, projector, screen, active speakers, microphones and mixer, then test every presentation in the actual room. Bring extension cords, power strips and charged power banks as backup.
Set up the room in the planned order: registration table and coat rack first, seating and high tables next, then the presentation area, information stands and voting booth. Print the run sheet and contact list so the team can handle changes without searching through messages.

Frequently asked questions

How far in advance should I organise a Democracy Day?: Start planning at least 8 to 12 weeks before the event. Secure the venue, permits and speakers first; open registrations only after the programme and capacity are confirmed.
When should I send invitations for Democracy Day?: Send invitations around 4 to 6 weeks before the event, once the main programme is ready. Keep registration open long enough to collect workshop choices and dietary requirements, then send final practical information about 7 days before the day.
How do I prepare the room for a Democracy Day?: Allow at least 3 hours for room setup and technical testing. Place registration and coat facilities first, arrange tables and chairs, then connect the presentation equipment and test the voting booth before participants arrive.
How many microphones and speakers do I need for Democracy Day?: Plan one microphone for each person who may speak at the same time, plus one spare if the programme includes panel discussions or audience questions. Test the microphones, active speakers and mixer together in the room at least 60 minutes before the first session.

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