How to organise a partner meeting without last-minute problems

Start by fixing the date, programme and room requirements before contacting suppliers or sending invitations. A partner meeting usually combines presentations, discussion and catering, so the room layout and technical setup need to support all three. Allow time to collect registrations, dietary requirements and presentations rather than chasing them during the final week. The final checks should cover equipment, chilled catering, signage, name badges and the welcome desk.

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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
Reserve the venue and rooms
3
Finalize catering arrangements
2 people
4
Draft invitation text
5
Review contact list
2 people
6
Send invitations
2 people
7
Register sign-ups
8
Process registrations
9
Collect dietary requirements
10
Send parking information
11
Confirm presenters
12
Collect presentations
13
Send program to attendees
14
Prepare name badges
2 people
15
Print attendance list
16
Print direction signs
17
Confirm catering quantities
18
Test the equipment
2 people
19
Check presentations
20
Do the shopping
2 people
21
Bring materials to the venue
3 people
22
Store catering chilled
2 people
23
Prepare the welcome desk
2 people
24
Set out the room layout
3 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up registration desk
2 people
28
Sort name tags
2 people
29
Lay out welcome materials
2 people
30
Hang up decorations
2 people
31
Set up lighting
2 people
32
Set up the buffet
3 people
33
Set up coffee station
2 people
34
Chill drinks
2 people
35
Lay out crockery and cutlery
2 people
36
Connect the technical equipment
2 people
37
Test microphone
2 people
38
Set up presentations
39
Brief reception team
3 people
40
Briefing for the catering team
3 people

Event

41
Welcome guests
3 people
42
Register attendance
2 people
43
Hand out name badges
2 people
44
Serve welcome drinks
2 people
45
Serve coffee and tea
2 people
46
Handle the opening
47
Guide presentation
2 people
48
Refill drinks
2 people
49
Present snacks
2 people
50
Refill snacks
2 people
51
Lead the networking round
2 people
52
Serve diet meals
2 people
53
Open the buffet
2 people
54
Serve the buffet
3 people
55
Clear tables
2 people
56
Collect tableware
2 people
57
Restock the coffee station
58
Serve dessert
2 people
59
Give thank-you speech
60
See off guests
3 people

Aftercare

61
Pack leftovers safely
2 people
62
Collect waste
3 people
63
Dismantle furniture
3 people
64
Remove decorations
2 people
65
Disconnect equipment
2 people
66
Wash dishes
3 people
67
Clean the kitchen
2 people
68
Clean the room
3 people
69
Check sanitary facilities
70
Inventory materials
2 people
71
Store usable leftovers
72
Return materials
2 people
73
Return borrowed items
2 people
74
Send thank-you message
75
Share photos with participants

What to bring

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

Furniture

Tall cocktail tablesqty 8
Dining tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Registration desk
Coat racksqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 55
Dinner platesqty 60
Dessert platesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving utensilsqty 12
Napkin dispensersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Presentation clicker
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Charging cablesqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 12
Serving jugsqty 6
Thermos flasksqty 4
Ice cube traysqty 4

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Menusqty 8
Name badgesqty 60
Pensqty 30
Route signsqty 6
Adhesive stripsqty 2
Disposable vasesqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mop setqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date and programme before booking rooms or writing the invitation. Decide when guests arrive, when presentations start, when catering is served and how much time is reserved for discussion.
Send invitations early enough to process registrations and dietary requirements before confirming catering quantities. Use the final attendee list to prepare name badges, an attendance list and parking information.
Plan the room around the programme: use dining tables for seated sessions, cocktail tables for informal conversation and a separate registration desk near the entrance. Confirm coat racks and clear directions before guests arrive.
Test the projector, screen, laptops, HDMI cables, clicker, microphones and speakers at the venue before the meeting. Open every presentation on the equipment you will actually use and keep power strips, extension cords and charging cables available.
Treat catering and equipment as separate delivery checks. Store chilled items in coolers on arrival, verify plates, glasses and serving utensils, and bring printed signs and presentation materials to the venue before setup begins.

Frequently asked questions

How far in advance should I organise a partner meeting?: Set the date and reserve the venue at least 6 to 8 weeks in advance when several partners or presenters are involved. Send invitations as soon as the programme and location are stable, then set a clear registration deadline about 2 weeks before the meeting.
When should I confirm catering quantities for a partner meeting?: Confirm the expected number of guests after the registration deadline, usually 7 to 10 days before the meeting. Include dietary requirements and keep a small buffer for late changes rather than relying only on the first invitation responses.
How early should presentations be collected and tested?: Ask presenters to send their files at least 5 working days before the meeting. Test all presentations, video or audio content, screen connections and the clicker at the venue no later than the day before the event.
What should be ready at the venue before guests arrive?: Finish the room layout, welcome desk, name badges, attendance list and direction signs at least 30 minutes before registration opens. Set up and test the presentation equipment before that, so technical issues do not compete with guest arrivals.

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.