How to organise a sounding board meeting

A sounding board meeting works best when participants know why they are there, what input is expected and how the discussion will run. Start by securing a suitable venue and building the participant list, then move through invitations, registrations and dietary requirements. Before the meeting, finalise the agenda, assign discussion facilitators and send practical information. On the day, allow time for registration, room setup, equipment testing, refreshments and clear discussion materials.

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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
Create the participant list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Assign discussion facilitators
2 people
7
Develop agenda and questions
2 people
8
Send practical information
9
Confirm registrations definitively
10
Check the shopping list
11
Do the shopping
2 people
12
Make name badges
13
Print participant materials
14
Prepare diet labels
15
Test equipment
2 people
16
Bring materials to the venue
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Install projection
2 people
22
Set up registration desk
2 people
23
Set up coffee and tea station
2 people
24
Set up the buffet table
3 people

Event

25
Receive participants
3 people
26
Register participants
2 people
27
Explain the program
28
Supervise discussion sessions
4 people
29
Record action items
2 people
30
Serve dinner
4 people
31
Refill drinks
2 people
32
Moderate the Q&A
2 people
33
Hand out feedback forms
34
See off guests and manage departure
2 people

Aftercare

35
Clear buffet and tables
3 people
36
Wash dishes
2 people
37
Collect waste
2 people
38
Clean the venue
3 people
39
Return materials
2 people
40
Work out action items
2 people
41
Send the report and materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Registration desk
Clothing rack
Tableclothqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Portable speaker

Presentation

Flip chartqty 2
Flip chart paperqty 4
Whiteboard
Whiteboard markersqty 8
Sticky notesqty 6
Ballpoint pensqty 40
Name badgesqty 40
Clipboardsqty 6

Tableware

Coffee cupsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Water jugsqty 6

Kitchen

Coffee makerqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving tongsqty 4

Cleaning

Waste binsqty 3
Cleaning clothsqty 8
Washing-up bowlsqty 2

Catering

Groceries

Tips

Set the agenda before sending the practical information. Include the purpose of the meeting, the main questions, discussion timings and who will facilitate each part, so participants can prepare useful input.
Close registration before you shop or print materials. Confirm the final participant count, dietary requirements and name spelling first; these details affect refreshments, diet labels, badges and handouts.
Test the laptop, projector, screen, HDMI cable, speaker and power connections at the venue before participants arrive. Keep a flip chart or whiteboard with markers available in case projection fails.
Plan the room around the discussion format rather than default rows of chairs. Set out tables, chairs, the registration desk and discussion materials before arrival, and leave a clear route to the coffee station and buffet table.
Prepare the welcome point before the first participant arrives. Put out name badges, pens and participant materials, chill drinks, prepare snacks, and place waste bins where people can reach them without interrupting the discussion.

Frequently asked questions

How far in advance should I invite people to a sounding board meeting?: Send invitations at least 3 to 4 weeks before the meeting, especially if participants need to travel or prepare feedback. Set a registration deadline about 7 days before the meeting so you have time to confirm attendance, dietary requirements and materials.
How long should a sounding board meeting last?: Allow 2 to 3 hours for a focused meeting with several discussion questions, including a short break. Build the agenda around the number of questions and assign a facilitator to each discussion block rather than trying to cover everything at once.
How many facilitators do I need for a sounding board meeting?: Plan one discussion facilitator for each parallel table or discussion group, plus one person to keep the overall agenda on time. Confirm these roles before sending the final practical information, ideally at least 1 week in advance.
What should I prepare the day before a sounding board meeting?: The day before, confirm registrations, print participant materials and name badges, prepare diet labels, check the shopping list and test the presentation equipment. Pack the laptop, cables, extension cord, power strip and discussion materials together so setup does not depend on last-minute searching.

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