How to organise a registration evening

A registration evening works best when people can move from arrival to sign-in without stopping to ask what happens next. Start by setting the date, opening the registration form and giving yourself time to process replies before ordering catering or printing materials. The final week is for confirming numbers, dietary requirements and reservations. On the day, focus on access, the reception desk, room layout and a working registration system so late changes do not disrupt the welcome.

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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
Publish date and times
2
Send invitations
2 people
3
Open the registration form
4
Process registrations
2 people
5
Send reminder
6
Collect dietary requirements
7
Process registrations final
2 people
8
Prepare name badges
2 people
9
Print programs
10
Print floor plan
11
Sort name badges
2 people
12
Check presentation materials
2 people
13
Confirm reservations
14
Order catering
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Label catering by dietary requirement
2 people
19
Lay out sign-up sheets
2 people
20
Test digital registration
2 people
21
Arrange keys and access
22
Check rooms
2 people
23
Set up tables
4 people
24
Set out chairs
4 people
25
Set up the reception desk
2 people
26
Prepare registration materials
2 people
27
Set up information tables
3 people
28
Set up the presentation area
2 people
29
Hang up signage
2 people
30
Check the lighting
31
Set up coffee station
2 people
32
Connect the technical equipment
2 people
33
Test presentation
2 people
34
Inform staff

Event

35
Staff the reception desk
3 people
36
Register visitors
4 people
37
Hand out name badges
2 people
38
Directing visitors
2 people
39
Provide information
4 people
40
Complete registration forms
2 people
41
Guide presentation
2 people
42
Serve snacks
3 people
43
Serve coffee and tea
2 people
44
Refill drinks
2 people
45
Keep the buffet clean and replenished
2 people
46
Store registration details securely
2 people
47
See off the last visitors
2 people

Aftercare

48
Collect tableware
3 people
49
Clear tables and chairs
4 people
50
Switch off the equipment
2 people
51
Collect the registration materials
2 people
52
Collect waste
3 people
53
Wash dishes
3 people
54
Clean rooms
3 people
55
Remove signage
2 people
56
Chill leftover catering
2 people
57
Return materials
2 people
58
Archive registration details
2 people
59
Process pending registrations
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Reception desksqty 2
Information desksqty 6
Tableclothsqty 12

Equipment

Laptopsqty 6
Tabletsqty 4
Projector
Projection screen
Laptop chargersqty 6
Extension cordsqty 8
Power stripsqty 8
Mobile phone chargersqty 4

Office

Registration formsqty 250
Programsqty 150
Floor plansqty 50
Name badgesqty 150
Desk pensqty 20
Markersqty 12
Pensqty 60
Clipboardsqty 15
Tapeqty 6
Scissorsqty 6
Printer
Printer paperqty 2
Ink cartridgesqty 2

Decorations

Directional signsqty 12
Table signsqty 12
Arrow stickersqty 30

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6
Coolersqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 20
Bucketsqty 3
Mopsqty 3
Broomsqty 3

Catering

Groceries

Tips

Publish the date and times before opening registration, then leave at least one week between the registration deadline and the evening. That gap gives you time to process final registrations, collect dietary requirements and adjust catering.
Send the first invitation as soon as the form is ready, followed by a reminder about 3–5 days before the deadline. Keep a final attendee count for catering rather than relying on the number of invitations sent.
Prepare name badges, programs and the floor plan after the final registration check, ideally 1–2 days before the event. Sort badges alphabetically or by the system used at the reception desk so volunteers do not have to search through one pile.
Test the digital registration form on the actual laptop or tablet you will use, and check chargers, extension cords and power strips before guests arrive. Keep paper registration forms, pens and clipboards available in case the connection or device fails.
Complete the room setup before opening the reception desk: check keys and access, arrange tables and chairs, place directional signs, and test the projector and presentation materials. Label catering for dietary requirements and chill drinks early enough that refreshments are ready when registration starts.

Frequently asked questions

How far in advance should I organise a registration evening?: Set the date and publish the event at least 3–4 weeks ahead. Open registration early enough to allow a final count, catering order and printed materials to be ready 1–2 days before the evening.
When should I send a reminder for a registration evening?: Send the reminder 3–5 days before the registration deadline or event, depending on how your form is managed. Include the start time, access details and the closing date for dietary requirements.
When should I print name badges and programs?: Print them after the final registration check, usually 1–2 days before the event. Printing earlier often means missing late registrants or producing badges for people who no longer attend.
How do I handle registration if the internet or tablet fails?: Test the digital setup before guests arrive and keep printed registration forms as a backup. Have at least two working pens, a clipboard and a person assigned to record arrivals manually so the reception desk can continue.

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.