How to organise a GGD information evening

Start by fixing the date, venue and room capacity before inviting anyone. Then build a short programme around confirmed speakers, open registration and collect questions, dietary requirements and accessibility needs early. In the final week, check every presentation and piece of equipment, confirm catering and assign staff to clear roles. On the evening itself, use a reception desk, printed participant list and name badges to keep arrival quick and organised.

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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 venue and date
2 people
2
Check hall capacity
3
Confirm speakers and topics
2 people
4
Draw up the program and schedule
2 people
5
Create a registration form
6
Place registration privacy text
7
Write invitation text
8
Send invitations
2 people
9
Post information on website
10
Post social media announcement
11
Process registrations
12
Update registrations weekly
13
Collect dietary requirements
14
Assess accessibility needs
15
Collect participants' questions
16
Request presentations from speakers
17
Check presentations technically
18
Confirm hall reservation
19
Confirm the equipment reservation
20
Order catering
21
Assign volunteers and staff
2 people
22
Print the run sheet
23
Print participant list
24
Prepare name badges
2 people
25
Bundle the information brochures
2 people
26
Make route and hall signs
27
Do the shopping
2 people
28
Chill drinks
29
Bring materials to the venue
3 people
30
Open hall
2 people
31
Check hall and restroom facilities
2 people
32
Set up tables and chairs
4 people
33
Set up the reception desk
2 people
34
Set up the presentation area
3 people
35
Connect the projector and screen
2 people
36
Test microphone and sound
2 people
37
Set up presentations
38
Set up information tables
3 people
39
Set up the coffee and tea station
2 people
40
Set out snacks
2 people
41
Hang up route signs
2 people
42
Briefing for reception team
2 people

Event

43
Receive participants
4 people
44
Register attendance
3 people
45
Hand out name badges
2 people
46
Serve coffee and tea
2 people
47
Deliver the welcome speech
48
Support the presentation program
2 people
49
Collect questions from the audience
2 people
50
Refill drinks
2 people
51
Refill snacks
2 people
52
Staff information desks
4 people
53
Direct participants to workshops
2 people
54
Lead the workshops
6 people
55
Serve break snacks
3 people
56
Provide technical support
57
Provide the closing and thank-you speech
58
Hand out feedback forms
2 people
59
See participants off
3 people

Aftercare

60
Collect waste
3 people
61
Clear away dishes
3 people
62
Clean coffee station
2 people
63
Take down information tables
3 people
64
Turn off presentation equipment
2 people
65
Put tables and chairs back
4 people
66
Clean the hall and entrance
3 people
67
Clean the restrooms
2 people
68
Pack leftover catering
2 people
69
Move materials to storage
3 people
70
Lock up the venue
2 people
71
Return equipment
2 people
72
Return leftover materials
2 people
73
Archive attendance records
74
Collect feedback forms
75
Send thank-you messages

What to bring

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

Furniture

Tablesqty 12
Chairsqty 110
Reception desk
Information desksqty 6
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Microphone stand
HDMI cableqty 2
Extension cordsqty 6
Power stripsqty 4
Power banksqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Serving jugsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Food tongsqty 6
Ice packsqty 12

Decorations

Tableclothsqty 12
Name badgesqty 120
Name badge holdersqty 120
Directional signsqty 12
Arrow stickersqty 30
Table numbersqty 12
Poster puttyqty 4

Catering

Information leafletsqty 150
Feedback formsqty 120
Pensqty 120
Clipboardsqty 10
Groceries

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6
Microfiber clothsqty 20
Table crumb brushesqty 4

Lighting

Desk lampsqty 4
Batteriesqty 24

Tips

Check the hall capacity before publishing the registration form. Leave room for the reception desk, information desks, chairs, equipment and clear access routes rather than using every available seat.
Confirm speakers, topics and presentation files at least 7 days before the event. Test each file on the laptop and projector, and check the HDMI cable, wireless microphone, speakers and extension cords.
Review registrations once a week and close the list when the room limit is reached. Ask for dietary requirements, accessibility needs and participant questions during registration instead of chasing them on the day.
Order catering only after you have a reliable attendance count. Plan separate coffee, water and serving points, and check that you have enough cups, glasses, plates, cutlery, coffee machines, kettles and thermos flasks.
Print the run sheet, participant list and name badges before the final setup. Bundle the information brochures and assign named volunteers to reception, room support, speaker support and clearing away.

Frequently asked questions

When should I send invitations for a GGD information evening?: Send the first invitation 3 to 4 weeks before the evening. Keep registration open long enough to collect questions and dietary or accessibility requirements, then send a reminder about 7 days before the event.
How far in advance should speakers send their presentations?: Ask speakers for their presentations at least 7 days in advance. Test every file on the event laptop and projector before the final week, rather than discovering format or connection problems at the venue.
When should I order catering for a GGD information evening?: Order catering after registrations have been reviewed and no later than 5 to 7 days before the event. Use the latest attendance count and dietary requirements, then keep a small buffer for late confirmations.
What should I prepare on the day of the information evening?: Set up the reception desk, participant list, name badges and brochures before doors open. Allow at least 60 minutes for arranging tables and chairs, testing the projector and microphone, checking power connections and preparing coffee and water.

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.