How to organise a partner day without last-minute problems

Start a partner day by fixing the date, venue and purpose before booking suppliers or sending invitations. Then build the programme, collect registrations and use the guest data to plan catering, seating, transport and name badges. The final week is for confirming deliveries, dietary requirements, equipment and access arrangements. On the day itself, allow time to open the venue, set up registration and test the microphones, speakers and power supply 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
Confirm date and location
2
Draw up the program and schedule
2 people
3
Compile the guest list
2 people
4
Design invitations
5
Send invitations
6
Register sign-ups
7
Process registrations
8
Collect dietary requirements
9
Map out transport needs
10
Select suppliers
2 people
11
Book catering
12
Reserve furniture
13
Gather parking information
14
Design name badges
15
Print program
16
Print name badges
17
Finalize registrations
18
Send dietary list to caterer
19
Confirm deliveries
20
Check the shopping list
21
Do the shopping
2 people
22
Store drinks refrigerated
2 people
23
Collect materials
2 people
24
Communicate route and parking
25
Open venue
2 people
26
Check rooms
2 people
27
Set up tables and chairs
4 people
28
Set up registration desk
2 people
29
Lay out name badges
30
Place programs
31
Hang up decorations
2 people
32
Test the lighting
2 people
33
Test the music
2 people
34
Set out coffee and tea
2 people
35
Set out welcome drinks
2 people
36
Prepare snacks
3 people
37
Set up buffet
3 people
38
Check toilets
39
Place waste stations
40
Briefing for reception team
2 people
41
Brief catering team
2 people

Event

42
Welcome guests
3 people
43
Check attendance
2 people
44
Hand out name badges
2 people
45
Serve welcome drinks
3 people
46
Serve coffee and tea
2 people
47
Serve snacks
3 people
48
Announce the program
49
Guide presentation
2 people
50
Refill drinks
2 people
51
Collect used dishes
2 people
52
Restock break snacks
2 people
53
Facilitate the networking session
2 people
54
Open the evening buffet
3 people
55
Serve the evening buffet
4 people
56
Serve diet meals
2 people
57
Clear tables
3 people
58
Serve dessert
3 people
59
Serve coffee after dinner
2 people
60
Provide music
61
Announce the final round
62
See off guests
3 people

Aftercare

63
Store food and drinks safely
2 people
64
Collect waste
3 people
65
Dismantle tables and chairs
4 people
66
Wash dishes
3 people
67
Clean the kitchen
2 people
68
Clean the room
3 people
69
Clean the restrooms
70
Remove decorations
2 people
71
Switch off equipment
72
Collect lost property
73
Count inventory
74
Return materials
2 people
75
Remove empty packaging
76
Store unused groceries
77
Send a thank-you message to guests
78
Collect supplier invoices

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 60
Buffet tablesqty 4
Registration desk
Stoolsqty 12

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 4
Measuring cupsqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 8
String lightsqty 6

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Welcome sign
Program standsqty 6
Name badgesqty 70
Badge holdersqty 70
Pensqty 20
Programsqty 70

Cleaning

Waste binsqty 6
Floor squeegeesqty 2
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the programme before designing the invitation. Include the arrival time, registration opening, breaks and closing time so guests know exactly what to expect and suppliers can work to one schedule.
Close registration at least 7 days before the partner day. Use the final guest count for catering, name badges, seating, dietary requirements and the number of printed programmes.
Send the caterer the dietary list 3 to 5 days before the event, not only the total number of guests. Keep the list at the registration desk so the team can answer questions without searching through emails.
Confirm parking, public transport and the delivery entrance at least 5 days in advance. Include route and parking details with the final attendee message, especially if suppliers and guests use different entrances.
Open the venue at least 2 hours before registration. Set up the registration desk, tables and chairs, chill drinks, place tableware, and test wireless microphones, speakers, the audio mixer and every extension cord before the first guest arrives.

Frequently asked questions

How far in advance should I plan a partner day?: Start at least 8 to 12 weeks before the event. Fix the date and location first, then allow time for the programme, invitations, registrations, catering and equipment bookings.
When should invitations for a partner day be sent?: Send invitations 4 to 6 weeks before the partner day. Set a registration deadline around 7 days before the event so you still have time to process numbers, dietary needs and name badges.
How many staff do I need at partner day registration?: Plan one registration person for every 50 expected guests, with at least two people when more than 50 guests arrive in the same 30-minute window. Prepare the badges alphabetically and keep the final registration list at the desk.
When should I test the sound equipment for a partner day?: Test the wireless microphones, speakers and audio mixer at least 90 minutes before guests arrive. Check the power strips and extension cords at the same time, then keep one spare microphone or backup plan available.

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.