How to organise a feedback session

A useful feedback session starts well before participants arrive. Confirm the date and room first, then build the participant list, collect questions and dietary requirements, and use that input to shape the agenda and questionnaire. Send confirmations with the final practical details, while arranging catering and presentation materials separately. On the day, allow time to test the laptop, projector, HDMI cable and sound, set up registration, and prepare coffee, drinks and snacks before the first arrival.

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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
Create the participant list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Gather questions and input
7
Prepare agenda and questionnaire
2 people
8
Send confirmation to participants
9
Order catering
10
Collect presentations and documents
11
Test the equipment
2 people
12
Print participant list
13
Prepare name badges
14
Do the shopping
2 people
15
Chill drinks
16
Prepare snacks and lunch
3 people
17
Bring materials to the venue
2 people
18
Check the venue
2 people
19
Set up tables and chairs
3 people
20
Set up registration desk
2 people
21
Lay out presentation materials
22
Set out coffee and tea
2 people
23
Set out drinks and snacks
2 people
24
Recheck the equipment
2 people

Event

25
Staff the reception desk
2 people
26
Register participants
2 people
27
Hand out name badges
28
Explain the opening and program
29
Facilitate presentations
2 people
30
Serve coffee and tea
2 people
31
Refill drinks
32
Facilitate group discussions
3 people
33
Make notes on flip charts
2 people
34
Serve snacks
2 people
35
Set up buffet
3 people
36
Restock the buffet
2 people
37
Check dishes and tables
38
Guide the final round and closing
39
See participants off
2 people

Aftercare

40
Clear away food and drinks
3 people
41
Wash dishes
2 people
42
Take down tables and chairs
3 people
43
Pack up equipment safely
2 people
44
Clean the room
3 people
45
Collect and remove waste
2 people
46
Return materials
2 people
47
Return borrowed materials
48
Archive presentation documents
49
Work out the action items and meeting minutes
2 people
50
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Registration desk
Buffet tableqty 2
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Timerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Water jugsqty 4
Serving traysqty 6
Serving spoonsqty 6

Tableware

Coffee cupsqty 48
Glassesqty 48
Platesqty 48
Cutlery setsqty 48
Milk jugsqty 4
Sugar bowlsqty 4

Decorations

Tableclothsqty 8
Name card holdersqty 48
Flip chartsqty 2
Flip chart sheetsqty 4
Pensqty 60
Notepadsqty 48
Document foldersqty 48

Lighting

LED table lampsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2

Catering

Groceries

Tips

Close registrations and dietary requirements at least 5 working days before the session. That gives you time to adjust catering and print an accurate participant list and name badges.
Collect presentations and supporting documents 3 days before the session, rather than waiting until the morning itself. Test every file on the actual laptop and projector, including the HDMI connection.
Plan the room backwards from the start time: allow about 60 minutes for tables, chairs, the registration desk, materials and catering, plus another 15 minutes for a final equipment check.
Set up coffee, tea, water, drinks and snacks before registration opens. Put cups, glasses, plates, cutlery, milk and sugar beside the serving points so the reception desk is not interrupted.
Bring materials to the venue at least 30 minutes before participants arrive and check power points, extension cords, power strips, projection and seating immediately. Keep a timer and flip-chart sheets ready for structured discussion.

Frequently asked questions

How far in advance should I organise a feedback session?: Start 3 to 4 weeks ahead if you need to confirm a venue, invite participants and collect questions. Finalise registrations, dietary requirements and catering at least 5 working days before the session.
When should I send invitations for a feedback session?: Send the first invitation 2 to 3 weeks before the date, with a clear registration deadline. Send the final confirmation 2 to 3 days before the session, including the time, location and any preparation participants need.
How much time do I need to set up a feedback session?: Allow 60 minutes for the room, registration desk, presentation materials and refreshments. Reserve an additional 15 minutes immediately before arrival for testing the laptop, projector, sound and connections.
When should catering be ordered for a feedback session?: Order catering once registrations and dietary requirements are stable, normally 5 working days before the session. Reconfirm the final headcount and special requirements 2 days beforehand.

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.