How to organise a general meeting without last-minute problems

A general meeting runs smoothly when the formal work is finished before people arrive. Start with the date, room and agenda, then build the attendee list, voting process and meeting documents around them. Catering and equipment need their own checks: dietary requirements, presentation connections and enough seating are easy to overlook. Use the final week for confirmations and printing, and keep the event day focused on registration, room setup and the meeting itself.

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
Reserve meeting room
3
Book catering
4
Prepare the agenda and documents
2 people
5
Review minutes from the previous meeting
2 people
6
Prepare annual report
2 people
7
Prepare financial documents
2 people
8
Prepare voting
2 people
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Update attendance list
13
Send reminder to members
14
Collect presentations
15
Check equipment and connections
2 people
16
Print documents
2 people
17
Prepare name badges
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people

Event

21
Open venue
2 people
22
Check the hall and entrance
2 people
23
Set up tables and chairs
4 people
24
Set up registration desk
2 people
25
Prepare meeting table
2 people
26
Set up projector and screen
2 people
27
Test sound
2 people
28
Lay out documents and ballot papers
2 people
29
Set out coffee and tea
2 people
30
Welcome and register members
3 people
31
Hand out ballots
2 people
32
Open the meeting
33
Handle minutes and annual report
2 people
34
Explain financial documents
2 people
35
Carry out voting
3 people
36
Serve break drinks
2 people
37
Handle questions and motions
2 people
38
Close meeting
39
Serve snacks
3 people
40
Refill drinks
2 people
41
Set up the buffet
3 people
42
Serve the buffet
3 people
43
Refill coffee and tea
2 people
44
Supervise members' departure
2 people

Aftercare

45
Collect waste
2 people
46
Wash dishes
3 people
47
Clear tables and chairs
4 people
48
Switch off equipment
2 people
49
Clean the room
3 people
50
Lock up the venue
2 people
51
Return materials
2 people
52
Prepare the minutes
2 people
53
Send minutes and decisions

What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Registration desk
Buffet tablesqty 3
Stoolsqty 6

Tableware

Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Refrigeration

Coolersqty 3
Ice binsqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 6
Bottle openersqty 3
Corkscrewsqty 3

Presentation

Name badgesqty 60
Ballotsqty 80
Ballot box
Notepadsqty 60
Ballpoint pensqty 70
Printer paperqty 500
Foldersqty 60
Flip chart
Markersqty 6
Table numbersqty 10

Decorations

Tableclothsqty 10
Flower arrangementsqty 4
Welcome sign

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the date and meeting room first, then set deadlines for the agenda, annual report, financial documents and voting materials. Send invitations only after you know what members need to review and when registrations close.
Close registration several days before the meeting and update the attendance list with dietary requirements. This gives the caterer a reliable headcount and lets you prepare name badges and seating without guessing.
Test the laptop, projector, screen, microphone, speakers and presentation clicker in the actual room at least one day before the meeting. Check extension cords and power strips as well; a presentation can fail even when every device works.
Prepare the registration desk separately from the meeting table. Put the attendance list, name badges and printed documents there, so late arrivals do not interrupt the opening or voting process.
Plan refreshments around the meeting schedule rather than leaving them until the morning itself. Chill drinks in advance, check that coffee equipment works, and place serving platters, tongs, cups, glasses, plates and cutlery where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I send invitations for a general meeting?: Send invitations at least 3 to 4 weeks before the meeting, especially when members must read an annual report or financial documents. Set the registration deadline about 5 to 7 days before the event so catering and seating can be confirmed.
When should I prepare the agenda and meeting documents?: Complete the agenda and main documents at least 7 days before the meeting. Review the previous minutes, annual report, financial documents and voting items together so members receive one consistent document package.
How do I prepare voting for a general meeting?: Define every voting item before invitations go out and prepare the required ballots, voting instructions or digital method at least 3 days in advance. Test the process with the chair or meeting lead before attendees arrive.
How early should I arrive to set up a general meeting?: Allow 60 to 90 minutes for access, a hall and entrance check, tables and chairs, the registration desk, equipment and refreshments. Open the venue early enough to test presentations and deal with missing supplies before registration starts.

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.