How to organise a participation meeting

A participation meeting works best when people know why they are invited, what will happen and how their input will be used. Start by defining the goal and target group, then build the programme around the decisions or questions you need to address. Secure an accessible venue before sending invitations, and leave time to process registrations, dietary needs and questions in advance. On the day, clear signs, tested equipment and a well-planned room layout prevent small practical issues from taking over the discussion.

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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
Define goal and target group
2 people
2
Create the program and schedule
2 people
3
Reserve venue
4
Determine room layout
2 people
5
Check permits
6
Confirm speakers and facilitators
2 people
7
Prepare discussion questions
2 people
8
Prepare presentation
2 people
9
Create a registration form
10
Draft invitations
2 people
11
Send invitations
2 people
12
Target local residents
3 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Check accessibility
16
Collect questions in advance
2 people
17
Send confirmation to participants
18
Prepare name badges
2 people
19
Print worksheets
2 people
20
Print evaluation forms
21
Technically test presentation
2 people
22
Order catering
23
Do the shopping
2 people
24
Collect materials
2 people
25
Make route and hall signs
26
Prepare attendance list

Event

27
Open hall
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up the presentation area
2 people
31
Connect the technical equipment
2 people
32
Test microphones
2 people
33
Set up coffee station
2 people
34
Set out snacks
2 people
35
Set up the reception desk
2 people
36
Hang up route signs
2 people
37
Register participants
3 people
38
Hand out name badges
2 people
39
Explain the program
40
Deliver the welcome speech
41
Present the introduction
2 people
42
Collect questions from the audience
2 people
43
Facilitate discussion tables
6 people
44
Note key points
6 people
45
Refill drinks
2 people
46
Serve break snacks
3 people
47
Announce break
48
Hand out worksheets
3 people
49
Lead the second round of interviews
6 people
50
Collect input per table
6 people
51
Set up the meal buffet
4 people
52
Serve the meal
4 people
53
Clearly indicate allergens
54
Clear away dishes and waste
3 people
55
Report the results in plenary
3 people
56
Explain the next steps
57
Answer final questions
3 people
58
Distribute evaluation forms
2 people
59
Collect evaluation forms
2 people
60
See participants off
2 people

Aftercare

61
Switch off the equipment
2 people
62
Pack up materials
3 people
63
Clear tables and chairs
4 people
64
Collect waste
3 people
65
Wash dishes
3 people
66
Clean the room
3 people
67
Lock up the venue
2 people
68
Return borrowed items
2 people
69
Digitize submissions
2 people
70
Process the attendance list
71
Send thank-you message
72
Send the report to participants
2 people
73
Answer outstanding questions
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Reception desk
Waste binsqty 6
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakerqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chartqty 6
Flipchart markersqty 24

Tableware

Coffee cupsqty 90
Water glassesqty 90
Platesqty 90
Cutlery setsqty 90
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving plattersqty 12
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3

Decorations

Name badgesqty 100
Table signsqty 12
Directional signsqty 10
Tableclothsqty 12

Lighting

Standing lampsqty 4

Catering

Water jugsqty 12
Coolersqty 4
Groceries

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Floor squeegeesqty 2
Broom setsqty 2
Vacuum cleaner
Hand soap dispensersqty 4

Tips

Set the purpose before writing the programme: define the target group and the specific input you need, then divide the meeting into presentation, discussion and feedback blocks with realistic time limits.
Reserve the venue before invitations go out and check accessibility, permits, seating, tables, coat storage and the position of the reception desk. Visit the room early enough to change the layout if needed.
Send invitations with a registration form and a clear reply deadline. Use the registrations to identify dietary requirements, accessibility needs and questions, then send confirmations with the route and start time.
Test the presentation, projector, screen, laptop, microphones and speakers at least one day before the meeting. Bring extension cords, power strips, a clicker and a flip chart rather than assuming the venue supplies them.
Prepare the arrival and feedback process in advance: print name badges, worksheets and evaluation forms, label rooms with signs, and assign someone to welcome participants and collect late questions.

Frequently asked questions

How far in advance should I organise a participation meeting?: Start planning at least 6 to 8 weeks ahead. This gives you time to reserve an accessible venue, confirm speakers, create the programme, send invitations and process registrations before the meeting.
How long should a participation meeting last?: Plan for 2 to 3 hours, including a short break if discussion is substantial. Keep presentations focused and reserve at least 45 to 60 minutes for participant questions and feedback.
When should I send invitations for a participation meeting?: Send the first invitation 3 to 4 weeks before the meeting, with a registration deadline about 7 days before it. Send a confirmation after registration and a practical reminder 2 to 3 days beforehand.
What should I check on the day of a participation meeting?: Arrive 90 minutes early to check the room layout, signs, registration desk, presentation and microphones. Also confirm catering, name badges, worksheets, evaluation forms and accessible routes before participants arrive.

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