How to organise a regional entrepreneurs’ evening

Start by fixing the date, venue and programme before contacting speakers or opening registrations. For a regional entrepreneurs’ evening, travel time, networking space and reliable presentation equipment affect the experience as much as the talks themselves. Build the guest list through a registration form, then use the responses to plan catering, name badges and seating. The final week should focus on confirmations, dietary requirements, presentations and a practical room check.

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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
Reserve venue
2
Set the date and program
2 people
3
Approach speakers
4
Book catering
5
Draft invitation
6
Set up the registration form
7
Send invitations
2 people
8
Post social promotion
9
Process registrations
10
Collect dietary requirements
11
Send reminder
12
Create final guest list
13
Prepare name badges
2 people
14
Print the program
15
Collect presentations
16
Test the equipment
2 people
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Chill drinks
2 people
20
Prepare snacks
3 people
21
Set aside vegetarian snacks
22
Make allergen cards
23
Open venue
2 people
24
Check rooms
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up registration desk
2 people
28
Lay out name badges
29
Set up the presentation table
2 people
30
Connect the sound system
2 people
31
Connect the projector
32
Test presentations
2 people
33
Check the lighting
34
Hang decorations
2 people
35
Set up buffet
3 people
36
Set up coffee station
2 people
37
Set out drinks
2 people
38
Set out tableware
2 people
39
Place waste stations
40
Check toilets
41
Place information signs
42
Briefing for reception team
3 people

Event

43
Welcome speakers
2 people
44
Register guests
3 people
45
Serve welcome drinks
3 people
46
Hand out name badges
2 people
47
Serve snacks
3 people
48
Lead opening speech
49
Announce the speaker
50
Manage microphone
51
Present presentations
52
Refill drinks
2 people
53
Restock the buffet
2 people
54
Collect tableware
2 people
55
Lead the networking round
2 people
56
Serve coffee and tea
2 people
57
Thank speakers
58
Serve farewell drinks
2 people
59
See guests out
2 people

Aftercare

60
Switch off equipment
2 people
61
Take down the buffet
3 people
62
Put furniture back
3 people
63
Collect waste
2 people
64
Wash dishes
3 people
65
Clean the venue
3 people
66
Clean the restrooms
67
Remove decorations
2 people
68
Pack inventory
2 people
69
Lock up the venue
2 people
70
Return materials
2 people
71
Send thank-you message
72
Share photos
73
Check invoices

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 8
Buffet tablesqty 3
Registration desk
Coat racksqty 2
Waste binsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Carafesqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Scissorsqty 3
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 12

Decorations

Name card holdersqty 70
Table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Program standsqty 4
Buntingqty 6
Tapeqty 4
Writing pensqty 80
Notepadsqty 70

Lighting

LED string lightsqty 6
Table lampsqty 6

Cleaning

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

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for arrivals, registration, introductions, each speaker and networking, then keep a short buffer for questions or overruns.
Open registration only after the venue, speakers and basic schedule are confirmed. Ask for dietary requirements on the form so catering numbers can be finalised several days before the event.
Collect every presentation at least 24 hours in advance and test each file on the event laptop. Check the projector, screen, HDMI cables, microphones, speakers, extension cords and power strips in the same session.
Prepare the final guest list and name badges after registrations close, not from the invitation list. Keep a printed copy at the registration desk and place coat racks and waste bins where guests can find them without interrupting the programme.
Complete food and drink preparation before doors open. Chill drinks, set out water, coffee equipment, glasses and serving utensils, and label vegetarian snacks and allergens before guests arrive.

Frequently asked questions

How far in advance should I organise a regional entrepreneurs’ evening?: Start planning 8 to 12 weeks ahead. That gives you time to reserve the venue, secure speakers, open registration, arrange catering and send a reminder without rushing the final checks.
When should I send invitations for an entrepreneurs’ evening?: Send the main invitation 4 to 6 weeks before the event. Send a reminder about 7 days beforehand, once you can include the confirmed programme, venue details and any arrival instructions.
How many speakers should a regional entrepreneurs’ evening have?: Plan for 2 to 4 speakers for an evening programme. Allow roughly 15 to 25 minutes per presentation, followed by questions and a networking period, so the schedule does not become too dense.
When should I confirm catering numbers and dietary requirements?: Set the registration deadline 7 to 10 days before the event and confirm the final numbers with the caterer immediately afterwards. Prepare separate vegetarian options and allergen cards before setup begins.

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.