How to organise a meet and greet evening

A successful meet and greet evening depends on a clear flow: guests need to know where to go, what happens next and who they can talk to. Start by fixing the date, programme and rooms, then build the evening around registration, introductions, presentations and refreshments. Allow time for dietary requirements, name labels, room access and technical checks. This approach also leaves fewer last-minute jobs on the day, when staff should be welcoming guests rather than searching for cables or spare chairs.

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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 date and program
2 people
2
Reserve rooms and spaces
3
Create the evening floor plan
2 people
4
Send the schedule to staff
5
Draft invitations
2 people
6
Send invitations
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Confirm registrations
11
Prepare name labels
2 people
12
Collect presentations
13
Check presentations
2 people
14
Determine the tour route
2 people
15
Determine activities per room
3 people
16
Order catering
17
Check supplies
2 people
18
Test the equipment
2 people
19
Arrange keys and access
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Assemble info packs
3 people
24
Sort name labels
2 people
25
Set up tables and chairs
4 people
26
Set up the reception desk
2 people
27
Set up coffee station
2 people
28
Set up the buffet
3 people
29
Display information materials
2 people
30
Hang decorations
3 people
31
Put up route signs
2 people
32
Set up local activities
6 people
33
Set up the presentation area
3 people
34
Set up the cloakroom
2 people
35
Check toilets
2 people
36
Carry out safety checks
2 people
37
Briefing for reception team
3 people
38
Give the guide briefing
4 people
39
Brief the activity team
6 people

Event

40
Welcome guests
4 people
41
Check off registrations
2 people
42
Hand out name tags
2 people
43
Serve coffee and tea
3 people
44
Serve snacks
3 people
45
Host the opening
2 people
46
Guide tours
6 people
47
Staff information points
8 people
48
Assist trial lessons
6 people
49
Answer parents’ questions
4 people
50
Refill drinks
2 people
51
Restock the buffet
2 people
52
Empty trash bins
2 people
53
Check toilets periodically
54
Guide the photo moment
2 people
55
Announce the closing
56
See off guests
4 people

Aftercare

57
Collect tableware
3 people
58
Clear away food and drinks
3 people
59
Switch off equipment
2 people
60
Remove decorations
3 people
61
Clear tables and chairs
4 people
62
Sort and dispose of waste
3 people
63
Wash dishes
3 people
64
Clean the rooms
4 people
65
Clean the restrooms
2 people
66
Clear the reception desk
2 people
67
Collect lost and found items
68
Check doors and windows
2 people
69
Return keys
70
Store leftover materials
2 people
71
Return borrowed materials
2 people
72
Send thank-you message
73
Answer outstanding questions
2 people
74
Share photos with participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 4
Coat racksqty 3
Stoolsqty 12

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 120
Platesqty 120
Pastry forksqty 120
Teaspoonsqty 100
Serving utensilsqty 12
Serving plattersqty 12
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 12
Milk jugsqty 6
Sugar bowlsqty 6
Serving tongsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Laptopsqty 4
Projectorsqty 3
Projection screensqty 3
Speakersqty 2
Microphonesqty 2
HDMI cablesqty 4
Presentation Clickersqty 3
Charging cablesqty 6

Decorations

Balloonsqty 100
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Flower arrangementsqty 6
Menusqty 12
Photo backdrop
Tapeqty 6
Ropeqty 3

Catering

Groceries

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Coolersqty 6
Thermos flasksqty 8
Storage binsqty 12
Kitchen tongsqty 8
Oven mittsqty 4

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 3
Dustpan and brushqty 3
Spongesqty 12
Cleaning glovesqty 8
Waste binsqty 10

Lighting

LED light stringsqty 6
Table lampsqty 8

Presentation

Whiteboardsqty 4
Flip chartsqty 4
Flip chart paperqty 8
Markersqty 24
Pensqty 50
Information foldersqty 120
Name labelsqty 140
Badge holdersqty 120
A4 printing paperqty 2
Route signsqty 20
Arrow stickersqty 40
Clipboardsqty 12
Envelopesqty 150

Activities

Puzzlesqty 6
Game materialsqty 6
Craft kitsqty 8
Apronsqty 12
Measuring tapesqty 4
Ballsqty 12

Safety

Flashlightsqty 4
Warning tapeqty 2
Flatbed cartsqty 2

Cloakroom

Clothes hangersqty 150
Coat check tokensqty 150
Cloakroom bagsqty 4

Tips

Set the programme before sending invitations, including arrival time, presentations, tours and informal networking. Send the final schedule to staff at least 3 days beforehand so everyone knows which room and activity they are covering.
Open registration early enough to process replies before ordering catering. Close it 5 to 7 days before the event, then confirm attendance, dietary requirements and presentation details with the relevant guests.
Plan the guest route room by room, including registration, refreshments, presentations and tours. Mark where tables, high tables, chairs and stools go, and leave clear access to the garderoberekken and exits.
Test every presentation laptop, projector, screen, microphone, speaker, HDMI cable and presentation remote in the actual rooms at least 2 hours before guests arrive. Check extension cords, power strips and charging cables as well, since missing adapters are a common late discovery.
Prepare the welcome area before setup is complete: sort name labels alphabetically, assemble information packs and chill drinks in advance. Set out coffee cups, tea glasses, water glasses, plates and pastry forks only after the furniture layout is fixed, so the table plan does not have to be rebuilt.

Frequently asked questions

How far in advance should I send meet and greet invitations?: Send invitations 3 to 4 weeks before the evening and keep registration open for about 2 weeks. Close registrations 5 to 7 days beforehand so you can confirm numbers, dietary requirements, name labels and catering.
How many staff do I need for a meet and greet evening?: Plan for at least 1 person at registration, 1 host or coordinator, and 1 staff member per active tour or presentation room. For more than 50 guests, add a second registration person so arrivals do not form a queue.
How early should I set up a meet and greet event?: Start room setup at least 3 hours before guests arrive, then reserve the final 2 hours for technical testing and refreshments. Keep 30 minutes free for access problems, missing furniture or a last-minute programme change.
How much catering do I need for a meet and greet evening?: Use the confirmed registration list as the baseline and order for the final headcount plus roughly 5 to 10% extra. For a reception lasting 2 to 3 hours, provide around 4 to 6 small savoury or sweet pieces per guest, alongside water, coffee, tea and other drinks.

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