How to organise a safety evening

Start by fixing the date, programme and venue before inviting anyone. A safety evening needs more coordination than a standard presentation: speakers, demonstrations, permits, evacuation routes and technical equipment all affect the running order. Open registration early, collect dietary requirements and confirm the programme and route before ordering supplies. In the final week, focus on presentations, equipment testing, guest information and delivery timing. On the day, check the venue and evacuation routes before setting up the registration and presentation areas.

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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 venue
3
Book speakers and demonstrators
2 people
4
Check permits and notifications
5
Create safety and evacuation plan
2 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Open the registration form
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm the program and route
2 people
12
Order deliveries and supplies
2 people
13
Collect presentations
14
Test the equipment
2 people
15
Print the final guest list
16
Prepare name badges
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare snacks
3 people
20
Bring materials to the venue
3 people
21
Open venue
2 people
22
Check evacuation routes
2 people
23
Set up tables and chairs
4 people
24
Set up registration desk
2 people
25
Set up the presentation area
3 people
26
Connect the technical equipment
2 people
27
Prepare coffee and tea
2 people
28
Set out snacks
3 people

Event

29
Staff the welcome desk
2 people
30
Register visitors
2 people
31
Explain the program
32
Facilitate presentations
2 people
33
Guide demonstrations
3 people
34
Serve coffee and tea
2 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Empty trash bins
38
Keep the break room clean
39
Leading the Q&A round
2 people
40
Announce the closing
41
See visitors out
2 people

Aftercare

42
Switch off the equipment
2 people
43
Collect tableware
3 people
44
Sort and remove waste
2 people
45
Clean the room
3 people
46
Clear tables and chairs
4 people
47
Return materials
3 people
48
Return borrowed items
2 people
49
Perform final venue check
2 people
50
Archive attendance list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Dressing tablesqty 2
Stoolsqty 4

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 4
Extension cordsqty 4
Presentation clicker
Power banksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Knivesqty 4
Serving tongsqty 6
Coolersqty 3

Decorations

Name card holdersqty 80
Tablecloth setsqty 8
Information boardsqty 6
Directional signsqty 12
Flip chartsqty 2
Flipchart markersqty 2

Lighting

LED lightsqty 4

Safety

Flashlightsqty 4
Safety vestsqty 6
First aid kit
Fire blanketsqty 2
Barrier tapeqty 2

Registration

Clipboardsqty 4
Ballpoint pensqty 30
Registration formsqty 100
Name badgesqty 100
Pen holdersqty 2

Cleaning

Waste binsqty 6
Hand brushes and dustpanqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the date, programme and venue first, then book speakers and demonstrators before drafting the invitation. Keep the registration form open long enough to collect attendance numbers and dietary requirements before ordering refreshments.
Check permits, notifications and the evacuation plan well before the event. Walk the actual routes at the venue and prepare directional signs so guests can find the entrance and exits without asking at the registration desk.
Collect all presentations before the final equipment test. Test the laptop, projector, screen, microphones, speakers, power strips and extension cords together, rather than checking each item separately.
Use the registration data to prepare the final guest list and name badges close to the event. Print the list only after registrations are processed, and keep a digital copy available in case someone arrives without a badge.
Plan the final setup in venue order: open the building, check exits, arrange tables and chairs, prepare the registration desk, then set up the presentation area. Chill drinks and prepare snacks only after you know the confirmed attendance and delivery timing.

Frequently asked questions

How early should I start organising a safety evening?: Start at least 6 to 8 weeks before the event. This gives you time to reserve the venue, book speakers, check permits, open registration and resolve equipment or evacuation issues.
When should I send invitations for a safety evening?: Send invitations as soon as the date, venue and basic programme are confirmed, ideally 4 to 6 weeks in advance. Keep registration open until about 7 days before the event so you can confirm numbers and dietary requirements.
When should I test the equipment for a safety evening?: Collect the presentations and run a complete equipment test 3 to 5 days beforehand. Test the laptop, projector, screen, microphones, speakers, clicker and power connections in the same combination you will use on the day.
How long before the event should I set up the venue?: Allow at least 2 hours for opening the venue, checking evacuation routes, arranging furniture, setting up the registration desk and testing the presentation area. Add extra time if deliveries or several demonstrations are involved.

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.