How to organise a sounding board meeting

A sounding board meeting needs more than a room and a discussion topic. Start by confirming the date, venue and purpose, then build the participant list, programme and speaking roles around them. Registrations, dietary requirements and presentation materials need firm deadlines, because each affects catering and the room setup. On the day, allow time to check the venue, test the microphone and screen, and prepare coffee, name badges and note-taking materials before participants arrive.

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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
Draft invitations
3
Send invitations
4
Process registrations
5
Process registrations
6
Collect dietary requirements
7
Prepare the program and schedule
2 people
8
Confirm speakers and moderators
9
Reserve venue
10
Order catering
11
Collect presentation materials
12
Check the presentation
13
Create final participant list
14
Prepare name badges
15
Prepare note pads
16
Do the shopping
2 people
17
Chill drinks
18
Prepare catering
2 people

Event

19
Open venue
2 people
20
Check the venue
2 people
21
Set up tables and chairs
3 people
22
Connect presentation screen
2 people
23
Test microphone
24
Set up information table
25
Set out coffee and tea
2 people
26
Set out snacks
2 people
27
Register participants
2 people
28
Receive participants
2 people
29
Serve coffee and tea
2 people
30
Handle the opening
31
Guide presentation
2 people
32
Lead the discussion round
2 people
33
Refill drinks
34
Serve break snacks
2 people
35
Record action items
36
Set up the dinner buffet
3 people
37
Serve dinner
3 people
38
Restock plates and cutlery
39
Support the evening program
2 people
40
Refill drinks
41
Lead the final Q&A round
2 people
42
Handle the closing
43
See participants off
2 people

Aftercare

44
Store leftovers safely
2 people
45
Collect materials
3 people
46
Wash dishes
2 people
47
Collect waste
2 people
48
Clean the room
3 people
49
Put tables and chairs back
3 people
50
Switch off equipment
51
Lock up the venue
2 people
52
Return materials
2 people
53
Prepare the minutes
54
Distribute action points
55
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Buffet tablesqty 2
Coat racksqty 2

Tableware

Dinner platesqty 36
Dessert platesqty 36
Coffee cupsqty 36
Glassesqty 48
Mugsqty 36
Dinner cutlery setsqty 36
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
Microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Materials

Name badgesqty 36
Notepadsqty 36
Ballpoint pensqty 40
A4 printing paper
Flip chart
Flip chart sheetsqty 2
Markersqty 12
Sticky notesqty 6
Ballotsqty 120
Pen holdersqty 4

Decorations

Tableclothsqty 10
Table signsqty 8

Lighting

LED lampsqty 4

Cleaning

Waste binsqty 4
Trash bagsqty 30
Cleaning clothsqty 12
Washing-up basinsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the meeting. Use the final participant list to confirm dietary requirements, print name badges and order the right amount of catering.
Finish the programme and schedule 10–14 days in advance. Confirm every speaker and moderator, including who introduces each session and who keeps time.
Request presentation files no later than 2 working days before the meeting. Check them on the actual laptop and projection setup rather than waiting until the room opens.
Plan the room around the discussion format, not just the headcount. Arrange tables and chairs before arrival, and put the information table, flip chart, sticky notes and markers where participants can reach them.
Open the venue at least 60 minutes before the first guest arrives. Test the microphone, speakers, projector and extension cords, then set out coffee, tea, chilled drinks, notepads and pens.

Frequently asked questions

How far in advance should I organise a sounding board meeting?: Start planning 4–6 weeks before the meeting, especially if you need to reserve a venue and confirm speakers. Send invitations once the date, location and basic programme are stable.
When should I send invitations for a sounding board meeting?: Send invitations 3–4 weeks in advance and set a registration deadline 7 days before the meeting. This leaves time to process registrations, collect dietary requirements and finalise catering.
How much time do I need to set up the meeting room?: Allow at least 60 minutes before participants arrive. Use that time to check tables and chairs, connect the laptop and projector, test the microphone, and prepare refreshments and materials.
When should presentation materials be ready?: Ask speakers to submit their files at least 2 working days before the meeting. Check every presentation in advance, including fonts, videos, sound and compatibility with the meeting laptop.

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