How to organise a peer support meeting

A peer support meeting needs more structure than a casual discussion, especially when people may be sharing personal experiences. Start by securing an accessible venue, setting a clear programme and confirming facilitators before inviting people. Use registrations to track attendance, dietary requirements and accessibility needs, then send a reminder with the route and room details. On the day, create a calm welcome desk, a separate rest area and a discussion layout that lets everyone participate comfortably.

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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
Send invitations
2 people
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Check accessibility
6
Compile program
2 people
7
Confirm discussion facilitators
8
Update participant list
9
Send reminder
10
Prepare name stickers
11
Print programs
12
Make route and room signs
13
Do the shopping
2 people
14
Collect materials
2 people
15
Prepare discussion cards
2 people
16
Test equipment
17
Pack up materials
2 people
18
Set out the room layout
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the welcome desk
2 people
22
Set up the rest area
2 people
23
Hang decorations
2 people
24
Hang signs
25
Chill drinks
2 people
26
Prepare the buffet
3 people
27
Set out coffee and tea
2 people

Event

28
Staff the reception desk
2 people
29
Register participants
2 people
30
Explain the house rules
31
Guide the opening
2 people
32
Lead discussion rounds
4 people
33
Serve the buffet
3 people
34
Refill drinks
2 people
35
Staff the quiet room
36
Support the evening program
3 people
37
Announce the final round
38
Guide the farewell
2 people

Aftercare

39
Pack leftovers
2 people
40
Clear tables and chairs
4 people
41
Wash dishes
3 people
42
Clean the room
3 people
43
Sort waste
2 people
44
Check materials
2 people
45
Return borrowed items
2 people
46
Send thank-you message
47
Share follow-up information

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Coat racksqty 2
Side tablesqty 3

Tableware

Coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving bowlsqty 8
Serving plattersqty 6
Serving spoonsqty 8

Catering

Thermos flasksqty 5
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 2
Groceries

Equipment

Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 4
Extension cordsqty 4
Portable sound system

Decorations

Tableclothsqty 6
Name badgesqty 50
Pensqty 30
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Rolls of tapeqty 4
Directional signsqty 8

Cleaning

Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12
Washing-up bowlsqty 3

Tips

Confirm the venue and accessibility arrangements before sending invitations. Check the entrance, toilets, seating options and route signs at least one week ahead so adjustments are still possible.
Set the programme and discussion format before preparing materials. Confirm each facilitator, prepare the discussion cards and leave enough time between sessions for breaks rather than filling every minute.
Close registration with enough time to update the participant list and name badges. Send the final reminder at least 48 hours before the meeting, including the start time, room location and any access information.
Test the practical setup before participants arrive. Check the portable sound system, coffee machines, kettles, power strips and extension cords together, because missing cables or outlets can delay the welcome.
Prepare the room in separate zones: welcome desk, discussion tables and rest area. Put out signs, pens, flip-chart materials and refreshments before opening the doors, and keep buckets available for quick cleanup.

Frequently asked questions

How far in advance should I organise a peer support meeting?: Start planning at least 4 to 6 weeks ahead. Reserve the venue and confirm facilitators first, then allow time for invitations, registrations, accessibility checks and shopping.
When should I send the reminder for a peer support meeting?: Send the final reminder 48 to 72 hours before the meeting. Include the start time, venue route, room signs or access details, and a contact method for last-minute questions.
How do I arrange the room for a peer support meeting?: Set up discussion tables and chairs so participants can see one another, then create a clearly marked welcome desk and a separate rest area. Finish the layout at least 30 minutes before doors open.
How many refreshments do I need for a peer support meeting?: Plan at least one hot or cold drink per participant for every 90-minute block, plus water available throughout. Add extra cups, glasses and serving items so a late arrival or spill does not interrupt the meeting.

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