How to organise a market consultation

A market consultation needs more structure than a standard meeting: participants must know why they are there, discussions need to produce useful input, and every practical detail has to support the conversation. Start by defining the decision or market question, then build the participant list and programme around it. Allow time for registrations, dietary requirements and document collection before confirming the room layout. On the day, set up registration, seating, presentation equipment and catering in that order so the event can start on time.

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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
Define the goal and program
2 people
2
Compile the participant list
2 people
3
Send invitations
2 people
4
Process registrations
5
Send reminder
6
Collect dietary requirements
7
Share the program and route
8
Confirm speakers and moderators
2 people
9
Collect presentations and documents
10
Prepare questions and discussion topics
2 people
11
Create the discussion layout
2 people
12
Reserve venue
13
Order catering
14
Test the equipment
2 people
15
Make name badges
2 people
16
Print attendance list
17
Print handouts
2 people
18
Do the shopping
2 people
19
Bring materials to the venue
2 people
20
Check the venue
2 people
21
Set up tables and chairs
3 people
22
Set up registration desk
2 people
23
Set up the presentation equipment
2 people
24
Set up catering
3 people
25
Put up signage
2 people

Event

26
Staff the reception desk
2 people
27
Register participants
2 people
28
Hand out name badges
29
Serve coffee and tea
2 people
30
Explain the opening and program
31
Facilitate presentations
2 people
32
Refill drinks
2 people
33
Serve break snacks
2 people
34
Facilitate discussion tables
6 people
35
Collect conversation notes
3 people
36
Set up the buffet
3 people
37
Serve the buffet
4 people
38
Moderate the Q&A
2 people
39
Register final questions
2 people
40
Announce the closing
41
See participants off
2 people

Aftercare

42
Clear away food and drinks
3 people
43
Switch off the equipment
2 people
44
Clear tables and chairs
3 people
45
Collect waste
2 people
46
Wash dishes
2 people
47
Clean the room
2 people
48
Pack up materials
2 people
49
Return borrowed items
50
Process the attendance list
51
Organize discussion notes
2 people
52
Send thank-you message
53
Prepare feedback
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 6
Pouring jugsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 4
Flip chartsqty 6
Flipchart markersqty 12

Office supplies

Name badgesqty 80
Labelsqty 100
Ballpoint pensqty 80
Notepadsqty 80
Sticky notesqty 12
Foldersqty 10
Printer paperqty 2
Paper tapeqty 6
Scissorsqty 4
Directional signsqty 20

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Serving spoonsqty 8
Thermos flasksqty 6
Groceries

Tips

Set the objective and programme before inviting anyone. Define the decisions you need input on, then assign time for presentations, questions and facilitated discussion rather than leaving the main conversation open-ended.
Send the programme and route with the invitation, then send a reminder close to the event. Ask for registrations and dietary requirements early; use the final attendance list to prepare name badges, handouts and seating.
Confirm speakers and moderators at least one week before the consultation. Collect their presentations and supporting documents before the final equipment test so you can check every file on the actual laptop and projector.
Plan the room around participation, not just presentation. Arrange tables and chairs so attendees can see one another, and prepare flip charts, markers, sticky notes and notepads if you need written input during the discussion.
Allow at least 60 minutes before arrival for setup and checks. Test microphones, speakers, projection, HDMI cables, extension cords and power strips, then prepare the registration desk, signage and catering before participants enter.

Frequently asked questions

How far in advance should I organise a market consultation?: Start planning at least 6 weeks before the event. Send invitations once the objective, draft programme, venue and key speakers are sufficiently confirmed, leaving 7 to 10 days for registrations and dietary requirements.
How long should a market consultation last?: Allow 2 to 4 hours for a focused consultation, depending on the number of topics and participants. Reserve at least 30 minutes for questions and discussion rather than using the entire schedule for presentations.
When should I confirm catering for a market consultation?: Order catering after the registration deadline, usually 7 to 10 days before the event. Confirm the final headcount and dietary requirements with the caterer no later than 3 business days beforehand.
How early should I arrive at the venue for a market consultation?: Arrive at least 60 minutes before participants. Use that time to check the room, arrange tables and chairs, set up registration and catering, test presentation equipment and place signs.

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.