How to organise a mentor evening that runs smoothly

A mentor evening works best when the programme, people and rooms are planned as one system. Start by confirming registrations and dietary requirements, then match mentors and create the discussion layout before booking rooms and catering. During the final week, prepare badges, forms, signs and the presentation; on the day, focus on a clear reception desk and tested equipment. This order prevents the common problems: missing names, unsuitable food, unclear room assignments and queues at the start.

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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
Process registrations
3
Send reminder
4
Collect dietary requirements
5
Create the discussion layout
2 people
6
Assign mentors
2 people
7
Reserve rooms
8
Order catering
9
Prepare name badges
2 people
10
Print discussion forms
11
Print attendance list
12
Make route signs
13
Check the presentation
14
Test the equipment
2 people
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare the buffet
3 people
18
Set up coffee station
2 people
19
Set up the reception desk
2 people
20
Set up tables
4 people
21
Set out chairs
4 people
22
Set up discussion rooms
4 people
23
Lay out name badges
24
Lay out the forms
25
Hang up route signs
2 people
26
Check the lighting
27
Brief reception team
2 people

Event

28
Welcome the mentors
2 people
29
Register guests
3 people
30
Hand out name badges
2 people
31
Direct guests to rooms
2 people
32
Deliver the opening presentation
2 people
33
Serve coffee and tea
3 people
34
Open the buffet
2 people
35
Serve snacks
3 people
36
Lead mentor meetings
10 people
37
Refill drinks
2 people
38
Restock the buffet
2 people
39
Collect used dishes
2 people
40
Give the break signal
41
Process changes in chats
2 people
42
Wrap Up Final Talks
2 people
43
See guests off
2 people

Aftercare

44
Pack leftovers
2 people
45
Collect waste
3 people
46
Wash dishes
3 people
47
Clear buffet
2 people
48
Clear tables and chairs
4 people
49
Clear the meeting rooms
3 people
50
Switch off the equipment
2 people
51
Remove directional signs
52
Clean surfaces
3 people
53
Check the floors
2 people
54
Lock up rooms
2 people
55
Return materials
2 people
56
Store leftover stock
57
Archive attendance data

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Reception desk
Clothing rack

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 8

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 12
Name card holdersqty 70
Information boardsqty 8
Arrow signsqty 12

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the planning deadline around the guest list: send invitations first, process registrations as they arrive, and collect dietary requirements before ordering catering. Recheck the final numbers before the event rather than relying on early replies.
Create the discussion layout before assigning mentors to rooms. Once the groups are fixed, print the attendance list, name badges and discussion forms so each room has the right paperwork.
Reserve rooms early enough to match the layout, then label the route from reception with arrow signs. Visitors should be able to find every discussion room without asking staff for directions.
Test the presentation with the actual laptop, projector, projection screen, HDMI cable and power setup at least one day beforehand. Pack extension cords and power strips with the equipment instead of looking for them during setup.
Plan the arrival period separately from the discussion programme. Set up the reception desk, lay out badges and the attendance list, and prepare the coffee station before guests arrive; chill drinks and prepare the buffet only after the room layout is stable.

Frequently asked questions

How far in advance should I invite people to a mentor evening?: Send the invitations at least 3 to 4 weeks before the evening, especially if mentors need to confirm availability. Keep registration open for about 2 weeks, then send a reminder 5 to 7 days before the event.
When should mentors be assigned to discussion groups?: Assign mentors after registrations and dietary requirements have been checked, ideally 5 to 7 days before the event. This leaves enough time to print accurate badges, forms and room lists.
How long before a mentor evening should the rooms be set up?: Set up the reception desk, tables, chairs and discussion rooms 2 to 3 hours before guests arrive. Test the presentation and equipment at least 24 hours earlier, then repeat a quick connection check on the day.
How much catering should I order for a mentor evening?: Use the confirmed registration count as the basis and add a small buffer of about 5 to 10 percent. Finalise the order 3 to 5 days beforehand, once dietary requirements and cancellations have been checked.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.