How to organise a startup weekend from start to finish

A startup weekend depends on tight coordination: registrations, dietary requirements, speakers, coaches, catering and a programme that fits the available hours. Start with the venue and schedule, then confirm the people and materials that shape the event. In the final week, focus on participant information, presentations, name badges and technical checks. On the day itself, registration, room layout, coffee and clear signs should be ready before the first arrivals.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve the venue and hall
5
Order catering
6
Finalize the program
2 people
7
Confirm speakers and coaches
8
Collect presentations
9
Print participant list
10
Prepare name badges
2 people
11
Pick up groceries
2 people
12
Bring materials to the venue
3 people
13
Set out the room layout
2 people
14
Set up tables and chairs
3 people
15
Set up registration desk
2 people
16
Set up the presentation area
2 people
17
Connect projector and laptop
2 people
18
Test the microphone and speakers
2 people
19
Set up flip charts and work tables
2 people
20
Hang up decorations
2 people
21
Chill drinks
2 people
22
Prepare coffee and tea
2 people
23
Display snacks
2 people
24
Briefing for reception team
3 people

Event

25
Register participants
3 people
26
Serve welcome drinks
2 people
27
Deliver welcome presentation
28
Support the pitch round
2 people
29
Facilitate workshops
4 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Host the networking drinks reception
2 people
33
Guide the final pitches
2 people
34
Arrange farewell and thank-you

Aftercare

35
Collect tableware
2 people
36
Sort and remove waste
2 people
37
Clean the room
3 people
38
Put furniture back
3 people
39
Switch off equipment
2 people
40
Inventory materials
41
Return borrowed items
2 people
42
Clear away leftover catering
43
Handle lost and found
44
Send thank-you messages

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Bar stoolsqty 8
Registration desk
Waste binsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 4
HDMI cablesqty 3
Presentation clicker
Flip chartsqty 4
Flipchart markersqty 8
Notepadsqty 70
Ballpoint pensqty 80

Decorations

Name badge holdersqty 70
Name badgesqty 80
Directional signsqty 8
Table signsqty 12
Tableclothsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 2

Cleaning

Dishpanqty 2
Dish brushesqty 3
Floor squeegeesqty 2

Lighting

Atmosphere lightsqty 6

Catering

Groceries

Tips

Set the venue, programme and registration deadline first. Aim to have the venue reserved and the main schedule agreed at least 6–8 weeks before the weekend, so catering, speakers and coaches have something concrete to work from.
Close registrations 7–10 days before the event and export the participant list. Use that point to confirm dietary requirements, print name badges and give the reception team an expected arrival count.
Collect speaker and coach confirmations, presentation files and technical requirements no later than 3 days before the event. Test every presentation on the event laptop, including HDMI connections and the clicker.
Plan the room around the working format rather than the presentation alone. Set up tables, chairs, flip charts and work materials before registration, and keep a separate presentation area with the projector, screen, microphone and speakers.
Finish food and arrival logistics before participants enter. Chill drinks, prepare coffee and tea, display snacks, place directional and table signs, and brief the reception team at least 30 minutes before registration opens.

Frequently asked questions

How far in advance should I organise a startup weekend?: Start planning 6–8 weeks in advance. Reserve the venue and confirm the broad programme first, then use the following weeks for speakers, coaches, catering and participant registrations.
When should startup weekend registrations close?: Close registrations about 7–10 days before the event. This gives you enough time to process the final list, collect dietary requirements, print name badges and adjust catering numbers.
How much time do I need to set up a startup weekend venue?: Allow at least 2–3 hours for room setup and testing. This covers tables and chairs, the registration desk, presentation equipment, flip charts, coffee stations, signs and a full microphone and speaker check.
When should presentations be collected for a startup weekend?: Ask for presentation files at least 3 days before the event. Test them on the laptop and projector in advance, and keep the final files together so the programme does not stall during presentations.

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.