How to organise a relationship day without last-minute problems

Start by fixing the date and venue, then build the programme around arrival, presentations, food and informal conversation. Send invitations early enough to process registrations and collect dietary requirements before ordering catering. In the final week, confirm deliveries, reservations and speakers, and send guests clear route information. On the day, allow time for registration, room setup, buffet preparation and a full test of the microphone, speakers, projector and presentations.

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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
Create the program
2 people
3
Compile the guest list
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm deliveries
8
Make reservations
9
Confirm speakers
10
Send route information
11
Prepare name badges
2 people
12
Print attendance list
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Prepare materials
2 people

Event

17
Open venue
2 people
18
Set up tables
3 people
19
Set up chairs
3 people
20
Set up registration desk
2 people
21
Set up the buffet and bar
3 people
22
Hang decorations
2 people
23
Connect the technical equipment
2 people
24
Test presentations
2 people
25
Display snacks
3 people
26
Brief reception team
2 people
27
Welcome guests
3 people
28
Register attendance
2 people
29
Hand out name badges
2 people
30
Serve coffee and tea
2 people
31
Deliver the welcome speech
32
Lead the networking activity
2 people
33
Refill drinks
2 people
34
Refill snacks
2 people
35
Guide presentation
36
Open the dinner buffet
2 people
37
Refill buffet
2 people
38
Hand out farewell gifts
2 people
39
See off guests
2 people

Aftercare

40
Collect tableware
3 people
41
Collect waste
2 people
42
Wash dishes
3 people
43
Clean the bar and buffet
2 people
44
Clean the venue
3 people
45
Remove decorations
2 people
46
Inventory materials
2 people
47
Return borrowed items
2 people
48
Store leftover stock
49
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 70
Dessert platesqty 70
Glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 12

Decorations

Tableclothsqty 8
Name badgesqty 60
Name badge holdersqty 60
Balloonsqty 80
Flower arrangementsqty 6
Welcome sign

Equipment

Speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 2

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Include the arrival and registration time, each presentation, food breaks and the expected finish so guests know what the day involves.
Close registration at least 7 days before the event. Use the final attendance list to prepare name badges, plan seating and pass dietary requirements to whoever is providing the food.
Reserve a separate setup window of at least 2 hours before guests arrive. Tables, chairs, the registration desk, buffet and bar all take longer to arrange when deliveries or venue access are delayed.
Test the technical setup with the actual presentations at least 60 minutes before the first speaker. Check the microphone, speakers, projector, projection screen, extension cords and power strips together, not separately.
Prepare drinks and food in service order. Chill drinks several hours ahead, set out plates, glasses, cups and cutlery before guests arrive, and keep serving platters and tongs ready at the buffet.

Frequently asked questions

How far in advance should I organise a relationship day?: Fix the date and venue at least 8 to 12 weeks ahead, especially if speakers, catering or equipment are involved. Send invitations around 6 weeks before the event and close registrations about 7 days beforehand.
When should I send invitations for a relationship day?: Send the first invitation approximately 6 weeks before the event. Request dietary requirements and registration details in the same message, then send route information and the final programme during the week before the event.
How much setup time do I need before a relationship day?: Allow at least 2 hours for furniture, registration, decorations, buffet and bar setup. Start the technical test no later than 60 minutes before guests arrive, with the presentations ready to run.
When should I confirm catering and deliveries?: Confirm catering, equipment and other deliveries 7 days before the event, once registrations have closed. Recheck delivery times and access arrangements on the day before the event so missing items can be addressed early.

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.