How to organise a housing information evening

A housing information evening works best when visitors can register quickly, find the right information and hear every speaker clearly. Start by confirming the programme, room booking and speakers, then build the participant list and collect dietary requirements. In the final week, prepare handouts, name badges and presentation files. On the day, allow time to ventilate the room, arrange the reception and catering tables, test the microphone and projector, and set up clear route signs 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
Send invitations
2 people
2
Process registrations
3
Send reminder
4
Collect dietary requirements
5
Update participant list
6
Print the program
7
Collect presentations
8
Confirm speakers
9
Check reservation
10
Order catering
11
Do the shopping
2 people
12
Collect materials
2 people
13
Test presentation
2 people
14
Prepare name badges
15
Make route signs

Event

16
Chill drinks
2 people
17
Ventilate room
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up the reception table
2 people
21
Set up the catering table
2 people
22
Set up the presentation area
2 people
23
Connect the projector
2 people
24
Test microphone
2 people
25
Set up the presentation
26
Lay out information leaflets
2 people
27
Lay out name badges
28
Staff the reception desk
2 people
29
Register visitors
2 people
30
Serve coffee and tea
2 people
31
Set out snacks
2 people
32
Explain the program
33
Facilitate presentations
2 people
34
Moderate the Q&A
2 people
35
Refill drinks
2 people
36
Refill snacks
2 people
37
Guide visitors to the exit
2 people

Aftercare

38
Switch off equipment
2 people
39
Collect tableware
2 people
40
Collect waste
2 people
41
Clear tables and chairs
3 people
42
Clean the room
3 people
43
Check materials
2 people
44
Return borrowed items
2 people
45
Store leftover food

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Reception desk
Speaker table
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
Microphoneqty 2
Sound speakerqty 2
Extension cordsqty 4
Power stripsqty 3
Flip chart
Power banksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 2

Decorations

Name badgesqty 70
Information leafletsqty 80
Program flyersqty 80
Route signsqty 6
Tableclothsqty 8
Pen holdersqty 4

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Cleaning bucketsqty 2

Lighting

Standing lampsqty 2
Battery lampsqty 4

Catering

Groceries

Tips

Close registrations early enough to update the participant list and print name badges and programmes. Send a reminder several days before the evening, including the start time, route and any parking or entrance instructions.
Ask for dietary requirements when people register, not at the reception desk. Use the final participant count to order catering and plan coffee, tea, drinks and serving equipment without relying on last-minute shopping.
Collect every presentation before the event and test the full setup with the actual laptop, projector, screen, microphone and speaker. A file that opens on one computer can still fail when connected to the room’s equipment.
Set up the reception table before arranging the presentation area. Put name badges, information leaflets and programme flyers where visitors can reach them without blocking the entrance.
Finish the room setup at least 60 minutes before doors open. This gives you time to position chairs and tables, connect extension cords and power strips safely, chill drinks, and fix sound or projection problems.

Frequently asked questions

How far in advance should I organise a housing information evening?: Start at least 4 weeks beforehand if several speakers, registrations and catering are involved. Confirm the room and speakers first, then open registrations and set a deadline for dietary requirements.
When should I send the reminder for a housing information evening?: Send the reminder 3 to 5 days before the event. Include the start time, address, entrance route and any information visitors should bring or read beforehand.
How early should I set up the room before the information evening?: Plan to start the room setup 60 to 90 minutes before guests arrive. Test the projector and microphone before placing the final presentation materials, so technical problems do not delay registration.
How many chairs should I prepare for a housing information evening?: Prepare one chair per confirmed participant, plus about 5 to 10% extra if the room allows it. Use the updated participant list after the registration deadline rather than the original invitation count.

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