How to organise a networking day

A networking day runs smoothly when the programme, registration and room setup are planned as one process. Start by fixing the date and schedule, then confirm the venue layout before sending invitations. Build registration around dietary requirements, name badges and attendee communications, while speakers and presentation files need their own deadline. The final week is for catering, equipment checks, printed materials and volunteer assignments. On the day, open the hall early enough to test the microphone, projector and registration desk 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
Set the date and program
2 people
2
Confirm the venue and room layout
2 people
3
Draft invitations
4
Send invitations
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Send registration confirmations
9
Send program to attendees
10
Confirm speakers and moderators
2 people
11
Collect presentations and logos
12
Prepare name badges
2 people
13
Make table numbers and signage
14
Place catering order
15
Confirm reservations
16
Assign volunteers
17
Print the run sheet
18
Print participant list
19
Do the shopping
2 people
20
Set out drinks chilled
2 people
21
Label diet meals
2 people
22
Bring materials to the venue
3 people
23
Open hall
2 people
24
Set up entrance and registration
2 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Set up networking tables
3 people
28
Lay out registration materials
2 people
29
Sort name tags
2 people
30
Hang up decorations
3 people
31
Put up the welcome sign
32
Set out flip charts and writing supplies
2 people
33
Test the projector and screen
2 people
34
Test the microphone and speakers
2 people
35
Set up the buffet and drink stations
4 people
36
Prepare coffee and tea
2 people
37
Arrange snacks on platters
3 people
38
Hold team briefing
6 people
39
Set up the cloakroom
2 people

Event

40
Receive participants
4 people
41
Hand out name badges
2 people
42
Serve welcome drinks
3 people
43
Deliver the welcome speech
44
Serve coffee and tea
2 people
45
Guide the first networking round
3 people
46
Refill snacks
2 people
47
Refill drinks
2 people
48
Collect flipchart results
2 people
49
Set out drinks for the break
2 people
50
Guide the second networking round
3 people
51
Introduce speakers
52
Support presentations
2 people
53
Set up the dinner buffet
4 people
54
Open the dinner buffet
2 people
55
Serve dinner
5 people
56
Serve diet meals
2 people
57
Collect plates and glasses
3 people
58
Facilitate the third networking round
3 people
59
Serve dessert and coffee
3 people
60
Serve evening drinks
3 people
61
Deliver farewell speech
62
See participants off
3 people
63
Assist with coat check
2 people

Aftercare

64
Pack leftovers safely
3 people
65
Wash dishes
3 people
66
Collect waste
3 people
67
Clear tables and chairs
4 people
68
Switch off equipment
2 people
69
Remove decorations
3 people
70
Clean the room
4 people
71
Clean the kitchen
2 people
72
Check materials
2 people
73
Return borrowed items
2 people
74
Distribute leftover food
2 people
75
Register lost and found items
76
Send thank-you message

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 4
Coat racksqty 2
Stoolsqty 12

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphone
Speakersqty 2
Flip chartsqty 6
Flipchart padsqty 8
Office pinsqty 10
Pensqty 80
Markersqty 24
Timersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 4
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Aluminum traysqty 12
Food tongsqty 8
Storage binsqty 12

Decorations

Tableclothsqty 12
Table runnersqty 8
Name badgesqty 80
Name badge holdersqty 80
Welcome sign
Table numbersqty 16
Wayfinding signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Flower arrangementsqty 8

Lighting

String lightsqty 6
Table lampsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before opening registration. Include start and finish times, breaks, speaker slots and moderator responsibilities so attendees know what they are signing up for.
Give speakers a firm deadline for presentations and logos, ideally at least 7 days before the event. Test each laptop, HDMI cable, projector, screen and wireless microphone before the first guest arrives.
Close or review registrations early enough to order catering accurately. Create a final participant list, record dietary requirements and label diet meals separately at the buffet.
Plan the room for movement as well as seating. Place the registration desk at the entrance, keep name badges in alphabetical order and use table numbers or signs to direct people without extra questions.
Print the run sheet, participant list and signage before leaving for the venue. Bring spare pens, markers, extension cords and power strips; these are often needed when the room layout changes on setup day.

Frequently asked questions

How far in advance should I organise a networking day?: Start planning at least 8 to 12 weeks ahead, especially if you need speakers, catering and a specific venue. Fix the date and programme first, then open registration once the room layout and main contributors are confirmed.
When should I send networking day invitations?: Send the first invitation 4 to 6 weeks before the event and keep registration open for about 2 to 3 weeks. Send a confirmation immediately after registration, then share the final programme and practical details during the last week.
How much catering do I need for a networking day?: Base the order on the final registered headcount and add around 5 to 10 percent for changes and late arrivals. Confirm dietary requirements before placing the order and keep labelled diet meals separate from the main buffet.
How early should I arrive to set up a networking day?: Arrive at least 2 hours before guests are due, or earlier if tables, chairs and catering still need arranging. Allow time to set up registration, place signage, test the projector and microphone, and chill the drinks.

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.