How to organise a Distributor Day without last-minute problems

A Distributor Day usually combines presentations, registration, catering and informal networking, so the order of your planning matters. Start by locking the date, venue and programme before sending invitations. Then track registrations, dietary requirements and transport details in one list, while speakers and audiovisual suppliers work to fixed deadlines. In the final week, close the attendee list, check presentations, prepare badges and test every piece of equipment. On the day, open the venue early enough to receive deliveries and run a full technical check before guests arrive.

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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 program
2 people
2
Reserve the venue and hall
3
Book catering
4
Reserve audiovisual equipment
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Collect transport information
10
Send parking information
11
Finalize the program
2 people
12
Confirm speakers
13
Collect presentations
14
Check presentations
2 people
15
Close the participant list
16
Make name badges
2 people
17
Arrange the table layout
2 people
18
Print the run sheet
19
Confirm deliveries
20
Check the shopping list
2 people
21
Do the shopping
3 people
22
Collect materials
3 people
23
Test the equipment
2 people
24
Open venue
2 people
25
Receive deliveries
2 people
26
Check the Venue
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up registration desk
2 people
30
Lay out name badges
2 people
31
Place the stage table
2 people
32
Load presentations
2 people
33
Test microphones
2 people
34
Set up lighting
2 people
35
Hang up decorations
3 people
36
Chill drinks
2 people
37
Set up coffee station
2 people
38
Set up buffet
4 people
39
Set out snacks
3 people
40
Prepare technical backup
41
Briefing for reception team
42
Brief catering team

Event

43
Staff registration
3 people
44
Welcome guests
3 people
45
Serve welcome drinks
3 people
46
Hand out name badges
2 people
47
Serve coffee and tea
2 people
48
Open the presentation
49
Guide speakers
50
Present presentations
51
Manage microphones
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Clear away dishes
2 people
55
Restock break buffet
3 people
56
Moderate the Q&A
57
Prepare the networking area
3 people
58
Serve snacks
3 people
59
Open the dinner buffet
3 people
60
Refill the dinner buffet
3 people
61
Serve diet meals
2 people
62
Serve coffee after dinner
2 people
63
Provide a farewell greeting
2 people
64
See off guests
3 people
65
Collect lost and found items

Aftercare

66
Pack leftovers safely
3 people
67
Take down the buffet
4 people
68
Wash glasses and tableware
3 people
69
Collect waste
3 people
70
Clear tables and chairs
5 people
71
Remove decorations
3 people
72
Turn off audiovisual equipment
2 people
73
Pack up materials
3 people
74
Clean the room
4 people
75
Check sanitary facilities
2 people
76
Lock up the venue
2 people
77
Return rental items
2 people
78
Store leftover groceries
2 people
79
Process deposits and keys
80
Send thank-you message
81
Archive presentations
82
Collect expenses and invoices

What to bring

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

Furniture

Tablesqty 12
Chairsqty 72
Buffet tablesqty 4
Registration desk
Bar stoolsqty 8
Coat racksqty 4

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutleryqty 80
Serving utensilsqty 16

Kitchen

Thermos flasksqty 8
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 4
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
Presentation clicker
Wireless microphonesqty 2
Microphone stand
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB sticksqty 3

Lighting

Standing lampsqty 4
Mood lightingqty 6

Decorations

Company bannersqty 3
Table runnersqty 12
Flower arrangementsqty 8
Menusqty 12
Name badgesqty 6
Directional signsqty 8
Photo backdrop

Cleaning

Bucketsqty 4
Mopsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 6
Waste binsqty 8

Catering

Groceries

Tips

Confirm the programme and speakers before sending invitations. Set a clear deadline for collecting presentations, then check every file on the actual presentation laptop rather than assuming it will open correctly.
Keep registration, dietary requirements and transport information together. Close the attendee list before printing name badges and finalising the table plan; late changes are harder to fix once catering numbers are confirmed.
Reserve audiovisual equipment early and test the projector, screen, laptop, clicker and wireless microphones together. A separate microphone check is not enough if the presentation laptop uses different connections or settings.
Build the catering plan around the programme, not just the headcount. Allow enough tables for buffet service, keep food warmers and serving utensils ready, and place coffee machines, kettles and thermos flasks where they will not block registration.
Write the run sheet with exact times for deliveries, registration, presentations, meals and room changes. On the day, open the venue before the first delivery window so missing tables, chairs or tableware can still be solved before guests arrive.

Frequently asked questions

How far in advance should I plan a Distributor Day?: Start at least 8 to 12 weeks ahead if the event needs a venue, catering, speakers and audiovisual equipment. Use the first two weeks to confirm the date, programme and room before sending invitations.
When should invitations for a Distributor Day be sent?: Send invitations about 6 to 8 weeks before the event, once the date, venue and main programme are confirmed. Set the registration deadline 10 to 14 days before the event so dietary and transport information can be processed.
When should I close the attendee list and print name badges?: Close the attendee list 5 to 7 days before the event and print badges afterward. This gives you time to make the table plan, confirm catering numbers and correct spelling without reprinting everything on the final day.
How early should I arrive to set up a Distributor Day?: Open the venue at least 2 to 3 hours before guests arrive. Use the first hour for deliveries and room layout, then test the projector, laptop, clicker and microphones before registration begins.

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.