How to organise a mobility meeting

Start with the purpose, date and programme, then secure a room that supports presentations, discussion and practical access. Build the plan around speakers, registration, catering and clear travel information rather than leaving these to the final week. Check accessibility, parking and bicycle storage early, because these details can affect attendance. In the final days, verify presentations, labels, equipment and catering, then allow enough time to open and check the venue 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
Reserve the room
2
Set the date and program
2 people
3
Invite speakers
4
Check permits
5
Draft invitations
2 people
6
Send invitations
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Check accessibility
11
Gather parking information
12
Determine bicycle parking
13
Publish directions
14
Order catering
15
Collect presentations
16
Check presentations
2 people
17
Prepare name labels
18
Create the attendance list
19
Do the shopping
2 people
20
Pick up catering
2 people

Event

21
Open venue
2 people
22
Check the Venue
2 people
23
Set up tables
3 people
24
Set up chairs
3 people
25
Set up the presentation equipment
2 people
26
Test microphone
2 people
27
Set up lighting
28
Put up signage
2 people
29
Set up registration desk
2 people
30
Set out coffee and tea
2 people
31
Chill drinks
32
Guide arrivals
3 people
33
Register visitors
2 people
34
Hand out name tags
35
Explain the program
36
Facilitate presentations
2 people
37
Collect questions from the audience
2 people
38
Serve coffee break
3 people
39
Refill drinks
2 people
40
Facilitate discussion tables
6 people
41
Collect notes
6 people
42
Set up the buffet
3 people
43
Serve the buffet
4 people
44
Lead the closing
45
Hand out information materials
2 people
46
See off the last visitors
2 people

Aftercare

47
Switch off equipment
2 people
48
Collect tableware
3 people
49
Sort waste
2 people
50
Clear tables and chairs
4 people
51
Clean the kitchen
2 people
52
Clean the room
3 people
53
Check sanitary facilities
54
Return materials
2 people
55
Return borrowed equipment
56
Handle lost and found
57
Send participant message
58
Make presentations available

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tableqty 2
Conversation tablesqty 6
Coat racksqty 2
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Portable speaker
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name labelsqty 70
Tableclothsqty 8
Wayfinding signsqty 8
Information boardsqty 4
Flip chartsqty 6
Markersqty 24
Notepadsqty 70
Ballpoint pensqty 70

Lighting

LED string lightsqty 4
Standing lampsqty 2

Cleaning

Cleaning glovesqty 6
Recycling binsqty 4
Hand broomsqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Book the room before inviting speakers, and confirm that it has enough tables, chairs, presentation space and power outlets for the expected group. Keep a separate registration desk and buffet table so arrivals do not block the programme.
Set the programme before sending invitations. Give speakers a firm deadline for their presentations, then check every file on the laptop and projector at least one working day before the meeting.
Open registration as soon as the invitation goes out and ask for dietary requirements at the same time. Close the list early enough to order catering and print name labels without relying on last-minute changes.
Publish directions with parking and bicycle-parking information, and check the route to the entrance for accessibility. Do not assume visitors will find the correct entrance or know where to leave bicycles.
Plan the room setup as a timed sequence: open and check the venue first, arrange tables and chairs, test the projector and screen, then connect the speaker and wireless microphone. Keep extension cords and power strips available before catering is collected.

Frequently asked questions

How far in advance should I organise a mobility meeting?: Start at least 6 to 8 weeks ahead. Reserve the room and set the date first, then invite speakers and open registration early enough to collect dietary and accessibility requirements.
When should I send invitations for a mobility meeting?: Send invitations about 4 to 6 weeks before the meeting, once the date, programme outline and location are confirmed. Keep registration open for at least 2 weeks so attendance and catering numbers are usable.
How do I plan catering for a mobility meeting?: Order catering after registration has produced a reliable headcount, normally 5 to 7 days before the meeting. Confirm dietary requirements at the same time and collect the catering early enough to set up the buffet before arrivals.
When should I test the presentation equipment?: Check the laptop, projector, projection screen, portable speaker and wireless microphone at least one working day before the meeting. Test them again during venue setup, allowing 60 to 90 minutes before the first guest arrives.

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.