How to organise a general meeting without last-minute gaps

Start with the date, venue and meeting timetable, then work backwards from the documents members must receive and the decisions they must vote on. Annual reports, previous minutes and checked accounts usually take longer to collect and approve than expected. Open registration early, record dietary requirements and set a firm deadline for the final attendance number. In the final week, confirm catering, presentation equipment, voting materials and printed documents together rather than separately.

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
Confirm date and location
2 people
2
Draw up the schedule
2 people
3
Collect annual reports
2 people
4
Collect minutes from the previous meeting
5
Check annual accounts
2 people
6
Get pieces approved
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
10
Collect dietary requirements
11
Send reminder
12
Determine the final number
13
Book catering
14
Reserve venue
15
Arrange projector and screen
16
Arrange sound equipment
17
Prepare the voting procedure
2 people
18
Design ballot papers
19
Create the attendance list
20
Prepare presentation
2 people
21
Inform speakers
22
Check the shopping list
2 people
23
Do the shopping
2 people
24
Pick up catering
2 people
25
Print documents
2 people
26
Prepare name badges
27
Test presentation
2 people
28
Pick up venue keys
29
Open room
2 people
30
Check the venue
2 people
31
Set up tables
3 people
32
Set out chairs
3 people
33
Set up registration desk
2 people
34
Lay out meeting documents
2 people
35
Lay out name badges
36
Connect the projector
2 people
37
Test microphones
2 people
38
Set up the presentation
39
Set out coffee and tea
2 people
40
Chill drinks
2 people
41
Display snacks
2 people
42
Set up the voting booth

Event

43
Staff the registration desk
2 people
44
Welcome members
2 people
45
Serve coffee and tea
2 people
46
Open the meeting
47
Record Attendance
48
Discuss minutes from the previous meeting
2 people
49
Present the annual report
2 people
50
Present the financial report
2 people
51
Record questions from the audience
52
Refill drinks
2 people
53
Serve break snacks
2 people
54
Introduce the candidates
55
Hand out ballots
2 people
56
Guide the voting
3 people
57
Count votes
3 people
58
Record decisions
59
Lead the open forum
60
Close the Meeting
61
Serve snacks
2 people
62
Refill glasses and cups
63
Collect waste along the way

Aftercare

64
Store attendance list securely
65
Store voting materials securely
2 people
66
Wash dishes
3 people
67
Clear tables and chairs
4 people
68
Switch off equipment
2 people
69
Dispose of waste
2 people
70
Clean the room
3 people
71
Check toilets
72
Return borrowed items
2 people
73
Lock up the venue
2 people
74
Prepare the minutes
75
Send decisions to members
76
Check invoices

What to bring

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

Furniture

Meeting tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
Speaker table
Polling station
Coat rackqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordqty 4
Power stripqty 4
Wireless microphoneqty 2
Microphone stand
Speakerqty 2
Power bankqty 2

Tableware

Coffee cupsqty 70
Glassesqty 80
Water glassesqty 70
Platesqty 80
Coffee spoonsqty 70
Teaspoonsqty 40
Forksqty 80
Knivesqty 80
Serving spoonsqty 8
Carafesqty 8
Thermos flasksqty 5

Kitchen

Coffee makerqty 2
Kettleqty 2
Coolersqty 3
Serving plattersqty 10
Serving trays with lidsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Measuring cupsqty 2
Ice packsqty 12

Decorations

Tableclothsqty 12
Name badgesqty 70
Table number cardsqty 8
Flower arrangementsqty 4
Directional signsqty 6
Information board

Catering

Coffeeqty 3
Tea boxqty 2
Sugar bowlsqty 3
Milk jugsqty 4
Groceries

Voting Materials

Ballotsqty 100
Ballot boxesqty 2
Voting booth
Pencilsqty 80
Pensqty 30

Documentation

Agendasqty 80
Annual reportsqty 80
Minutesqty 80
Annual accountsqty 80
Decision listsqty 80
Attendance listsqty 4
Name stickersqty 100
Notepadsqty 70
Clipboardsqty 4
Bindersqty 6
Envelopesqty 100
Information leafletsqty 80

Cleaning

Waste binsqty 8
Trash binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Lighting

Standing lampsqty 2
Battery lightsqty 6

Other

Duct tapeqty 2
Scissorsqty 3
Markersqty 6
Whiteboard
Whiteboard markersqty 6
Cable ties
First aid kit

Tips

Set the agenda before sending invitations. Allow time for the annual reports, previous minutes and accounts to be reviewed, and mark which agenda items require formal approval or a vote.
Open registration as soon as the date and venue are confirmed, with a clear closing deadline. Send a reminder 7 days before the meeting, then use the final number to confirm catering and seating.
Prepare the voting procedure before meeting day. Decide how members vote, print ballot papers if needed, and create the attendance list so registration does not delay the opening.
Test the presentation setup at least 1 hour before people arrive. Connect the laptop, projector, screen, HDMI cable, microphone and speakers, and check that extension cords and power strips do not cross walkways.
Separate the arrival, meeting and catering setups. Put the registration desk and attendance list at the entrance, keep printed documents ready in the order they are used, and place coffee, water and serving equipment where they will not interrupt voting.

Frequently asked questions

How far in advance should you organise a general meeting?: Start at least 6 weeks before the meeting. Use the first 1–2 weeks to confirm the date, venue, agenda and source documents, then allow time for approvals, invitations and registrations.
When should invitations for a general meeting be sent?: Send invitations as soon as the date, location and main agenda are confirmed, preferably 4 weeks in advance. Close registrations 7 days before the meeting so you can confirm catering and the room layout.
What documents are needed for a general meeting?: Prepare the annual reports, minutes from the previous meeting, checked annual accounts, the agenda and any documents requiring approval. Print the final set at least 1 day beforehand and keep digital copies on the presentation laptop.
How early should you set up equipment for a general meeting?: Arrive at least 1 hour before registration opens. Test the projector, screen, laptop, HDMI connection, microphone and speakers, and keep a power bank or spare connection available in case a device fails.

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.