How to organise a mayor’s inauguration

A mayor’s inauguration needs a clear ceremony structure and tighter coordination than an ordinary civic reception. Start by confirming the date, venue and programme, then secure speakers, invitations, registration and press arrangements. Build the practical setup around the ceremony: seating, a speaker table, microphones, presentation equipment and accessible routes. In the final week, check the weather, confirm guest and catering numbers, print the run sheet and test every connection before doors open.

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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
Confirm date and location
2 people
2
Prepare the ceremony program
2 people
3
Confirm speakers
2 people
4
Design invitations
2 people
5
Compile the guest list
3 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
2 people
9
Check accessibility
2 people
10
Book catering
2 people
11
Reserve furniture
2 people
12
Reserve audio equipment
2 people
13
Inform the photographer
14
Confirm press list
2 people
15
Send agenda to speakers
16
Collect speeches
2 people
17
Make name badges
2 people
18
Print the run sheet
2 people
19
Print Signage
2 people
20
Test the equipment
2 people
21
Check the weather forecast
22
Create final guest list
2 people
23
Confirm catering quantities
2 people
24
Do the shopping
3 people
25
Chill drinks
2 people
26
Prepare snacks
4 people
27
Clean the venue
4 people
28
Bring materials to the venue
4 people
29
Set up the entrance
3 people
30
Set up chairs
4 people
31
Set up tables
3 people
32
Set up the speaking table
2 people
33
Set up the sound system
3 people
34
Test microphones
2 people
35
Set up lighting
2 people
36
Hang decorations
3 people
37
Set out flowers
2 people
38
Set up registration desk
2 people
39
Lay out name badges
2 people
40
Lay out the programs
2 people
41
Set up the catering buffet
4 people
42
Make coffee and tea
2 people
43
Display snacks
3 people
44
Mark the press areas
45
Brief reception team
3 people

Event

46
Welcome speakers
2 people
47
Register guests
4 people
48
Hand out programs
2 people
49
Guide guests to their seats
3 people
50
Serve welcome drinks
4 people
51
Support the ceremony
2 people
52
Announce the speakers
53
Monitor sound level
54
Take photos
55
Serve coffee and tea
3 people
56
Serve snacks
4 people
57
Refill drinks
3 people
58
Restock the buffet
3 people
59
Serve diet meals
2 people
60
Guide guests out
2 people
61
Collect lost property
2 people

Aftercare

62
Clear catering
4 people
63
Wash dishes
3 people
64
Separate waste
3 people
65
Remove decorations
3 people
66
Dismantle furniture
4 people
67
Dismantle audio equipment
3 people
68
Clean the venue
4 people
69
Return materials
4 people
70
Return borrowed items
2 people
71
Store photos securely
72
Send thank-you messages
2 people
73
Distribute press materials
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Speaker table
Registration desk
Buffet tablesqty 4
High tablesqty 8
Coat racksqty 3
Coat racksqty 3
Waste binsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Battery chargersqty 3
Walkie-talkiesqty 6
Camera
Mobile phone chargersqty 4

Tableware

Water glassesqty 140
Wine glassesqty 140
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 140
Dinner platesqty 140
Dessert platesqty 140
Knivesqty 140
Forksqty 140
Spoonsqty 140
Coffee spoonsqty 120
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 6
Coolersqty 6
Serving traysqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Pliersqty 8
Serving plattersqty 16
Carafesqty 12

Decorations

Dutch flagsqty 4
Municipal flagsqty 4
Flag standsqty 4
Flower arrangementsqty 8
Tablecloth setsqty 12
Chair coversqty 20
Balloonsqty 100
Balloon ribbonqty 2
Balloon weightsqty 12
Welcome sign
Program standsqty 4
Table numbersqty 12

Lighting

LED light stringsqty 8
LED spotlightsqty 4
Lanternsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the ceremony programme before sending invitations. Allow time for each speech, formal moment and transition, then send the agenda to speakers at least 7 days ahead so they can submit final speeches and presentation materials.
Treat registration and accessibility as one planning task. Finalise the guest list 48 hours before the event, prepare name badges, and check that the registration desk, seating and routes work for guests with different mobility needs.
Test the sound and presentation setup in the actual room at least 24 hours beforehand. Check both wireless microphones, the mixer, active speakers, laptop, screen, extension cords and power strips; keep rechargeable batteries charged as a backup.
Confirm catering quantities after registrations close, not when invitations are sent. Collect dietary requirements at registration and give the caterer the final number at least 48 hours before the inauguration, including speakers and staff.
Create a short event-day communication chain. Give key staff walkie-talkies or charged phones, print the run sheet and signage, and assign one person to coordinate the photographer, press list, speakers and venue team.

Frequently asked questions

How far in advance should I plan a mayor’s inauguration?: Start planning at least 8 to 12 weeks before the ceremony. Confirm the date and venue first, then allow time for the programme, speaker confirmations, invitations, registrations, press coordination and technical checks.
When should invitations for a mayor’s inauguration be sent?: Send invitations around 4 to 6 weeks before the event, with a clear registration deadline. Close registrations about 7 days beforehand so you can prepare badges, seating, accessibility arrangements and catering numbers.
How many microphones are needed for a mayor’s inauguration?: Plan one reliable microphone for the lectern or main speaker position, plus at least one wireless microphone for additional speakers or audience questions. Test every microphone in the room 24 hours before the ceremony and keep charged batteries ready.
When should the final guest and catering numbers be confirmed?: Create the final guest list 48 hours before the inauguration and confirm catering quantities at the same time. Include registered guests, speakers, photographers, press and event staff when checking food, drinks, plates and cups.

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.