How to organise a Supplier Day without last-minute problems

A Supplier Day needs more than a guest list and a programme. Start by fixing the date, venue and supplier list, then build the schedule around registrations, presentations and catering. Allow time for dietary requirements, name badges, parking information and technical checks before guests arrive. The final setup should give you a clear registration point, working presentation equipment and refreshments that are ready on time.

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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 people
2
Compile the supplier list
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Book catering
7
Order drinks and snacks
8
Reserve furniture
9
Reserve equipment
10
Create the program
2 people
11
Confirm presenters
12
Make name badges
2 people
13
Update participant list
14
Provide route and parking info
15
Confirm the program and times
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Check the venue
2 people
19
Collect materials
2 people

Event

20
Set up tables and chairs
4 people
21
Set up registration desk
2 people
22
Set up the stage and presentation area
3 people
23
Test sound system
2 people
24
Hang decorations
2 people
25
Prepare snacks
3 people
26
Set up the buffet and drinks station
3 people
27
Handle reception and registration
3 people
28
Serve coffee and tea
2 people
29
Host the networking drinks reception
3 people
30
Refill drinks
2 people
31
Refill snacks
2 people
32
Serve dinner buffet
4 people
33
Collect tableware and glasses
2 people
34
Assist with farewell and cloakroom
2 people

Aftercare

35
Dismantle furniture
4 people
36
Dismantle equipment
2 people
37
Collect and remove waste
3 people
38
Wash dishes
3 people
39
Clean the venue
3 people
40
Check materials
2 people
41
Return borrowed items
2 people
42
Check supplier invoices
43
Send thank-you message

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Registration desk
Coat rackqty 2

Tableware

Wine glassesqty 80
Beer glassesqty 80
Water glassesqty 80
Coffee cupsqty 60
Dinner platesqty 70
Dessert platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation screen
Laptop
Clothes steamer

Decorations

Name card holdersqty 60
Tablecloth setsqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Kitchen

Thermos flasksqty 4
Water carafesqty 8
Ice containersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 4
Corkscrewsqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 2
Towelsqty 12

Catering

Groceries

Tips

Set the date and venue before sending invitations, then allow at least two weeks for suppliers to register and provide dietary requirements. Keep one live attendee list so badges, catering numbers and arrival information match.
Confirm the programme and presenters no later than one week before the event. Ask for presentation files or laptop requirements at the same time, rather than discovering missing equipment during the sound check.
Plan catering from the registration numbers, but add a small buffer for late confirmations. Check that serving platters, cutlery, plates, glasses and coffee equipment are available before food and drinks are delivered.
Set up the registration table, name badge holders and welcome sign before arranging the main room. This prevents arrivals from blocking the entrance while tables, chairs and presentation equipment are still being moved.
Reserve microphones, speakers, stands, a presentation screen, extension cords and power strips together. Test every connection with the actual laptop before opening the doors, and chill drinks only after the venue and storage space have been checked.

Frequently asked questions

How far in advance should I plan a Supplier Day?: Start planning at least six weeks before the event. Fix the date and venue first, then send invitations early enough to collect registrations and dietary requirements before catering is confirmed.
When should I confirm the Supplier Day programme?: Confirm the programme, timings and presenters at least seven days before the event. Use the same deadline to collect presentation files and check whether any presenter needs specific technical support.
How many drinks should I order for a Supplier Day?: For the first hour, allow two to three drinks per person, including water, coffee and other refreshments. Add a small buffer for late arrivals and keep extra water available throughout the programme.
When should I set up the room for a Supplier Day?: Complete the room setup and technical test on the day itself, at least two hours before registration opens. This leaves time to arrange tables and chairs, prepare the registration desk, chill drinks and solve sound or presentation problems.

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