How to organise a Supplier Day without last-minute problems

A Supplier Day usually combines presentations, supplier conversations, catering and a reception, so the order of your planning matters. Start with the supplier list and invitations, then build the programme around confirmed speakers and registrations. Use sign-ups to plan dietary requirements, seating, badges and printed materials instead of estimating on the day. In the final week, check every presentation, technical connection, delivery and route sign before preparing the reception.

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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
Check supplier list
2 people
2
Draft invitations
3
Send invitations
4
Register sign-ups
5
Process registrations
6
Send reminder
7
Collect dietary requirements
8
Provide dietary requirements
9
Finalize the program
2 people
10
Confirm speakers
11
Collect presentations
12
Check presentations
2 people
13
Make reservations
14
Order catering
15
Confirm technical setup
16
Plan transport of materials
17
Make name badges
18
Print attendance list
19
Print the program
20
Make route signs
21
Buy gifts for speakers
22
Do the shopping
2 people
23
Collect materials
2 people
24
Chill drinks
2 people
25
Prepare catering reception
2 people
26
Open venue
2 people
27
Check rooms
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up registration desk
2 people
31
Lay out name badges
32
Set up the presentation area
3 people
33
Connect the projector
2 people
34
Test sound
2 people
35
Check the lighting
36
Set up buffet
3 people
37
Set up coffee station
2 people
38
Set out drinks
2 people
39
Hang decorations
2 people
40
Place route signs
41
Check toilets
42
Brief the registration team
2 people
43
Set up the cloakroom
2 people

Event

44
Welcome suppliers
3 people
45
Register attendance
2 people
46
Hand out name badges
2 people
47
Serve coffee and tea
2 people
48
Serve welcome drinks
3 people
49
Deliver the opening presentation
50
Support presentations
2 people
51
Refill drinks
2 people
52
Provide coffee break
3 people
53
Serve snacks
3 people
54
Restock the buffet
3 people
55
Serve dinner
4 people
56
Serve diet meals
2 people
57
Clear away dishes
3 people
58
Manage the network room
2 people
59
Serve farewell drinks
2 people
60
See off suppliers
2 people
61
Collect lost and found items

Aftercare

62
Store leftovers safely
2 people
63
Clear away drinks
2 people
64
Tear down the buffet
3 people
65
Collect tableware
3 people
66
Collect waste
2 people
67
Take down tables
4 people
68
Clear away chairs
4 people
69
Disconnect equipment
2 people
70
Remove decorations
2 people
71
Clean rooms
4 people
72
Clean the restrooms
2 people
73
Inventory materials
2 people
74
Return rental items
2 people
75
Remove residual waste
2 people
76
Return lost and found items
77
Send thank-you message
78
Follow up on presentations
79
Update supplier details

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Registration desk
Coat racksqty 2
Coat hangersqty 80
Lectern
Waste binsqty 8

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 90
Dinner forksqty 90
Serving spoonsqty 12
Serving traysqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Audio mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Balloon archesqty 2
Company logo bannersqty 3
Name card holdersqty 80
Table décorqty 8

Lighting

Atmosphere lightsqty 10
Light Stripsqty 4
Spare batteriesqty 24

Presentation

Presentation clicker
Flip chartqty 2
Flipchart markersqty 12
Notepadsqty 80
Ballpoint pensqty 100
Name badgesqty 80
Program leafletsqty 90
Display standsqty 4

Cleaning

Microfiber clothsqty 12
Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Hand soap dispensersqty 6

Safety

Cable markersqty 30
Non-slip matsqty 6
Flashlightsqty 2

Catering

Groceries

Tips

Start with the supplier list and send invitations early enough to allow registration, follow-up and dietary information. Send a reminder after the first registration deadline rather than waiting until the final week.
Keep the programme provisional until speakers and presentations are confirmed. Collect slide decks before the event and test them on the event laptop with the projector, screen, HDMI cables and microphones.
Use the registration list to calculate catering, seating and name badges. Print one attendance list for the registration desk, and keep a small number of blank badges for late changes.
Treat technical setup and transport as separate checks. Confirm the lectern, speakers, audio mixer, power strips and cable trays, then confirm when materials will arrive and who receives them.
Set up the reception before guests arrive: chill the drinks, place plates, glasses, cutlery and serving spoons, and position waste bins where staff can reach them. Reserve time for route signs, coat racks and the registration desk, which are easy to postpone.

Frequently asked questions

How far in advance should I send Supplier Day invitations?: Send invitations at least 4 to 6 weeks before the event so suppliers have time to register and share dietary requirements. Set a clear registration deadline about 10 to 14 days before the day.
When should I confirm speakers and presentations for a Supplier Day?: Confirm speakers no later than 3 weeks before the event. Ask for presentations 7 to 10 days in advance, then check every file on the event laptop and projector before the final week.
How do I plan catering for a Supplier Day?: Base the order on confirmed registrations and add a small margin for late changes, rather than ordering from the supplier list alone. Finalise dietary requirements around 7 days before the event and provide them to the caterer immediately.
What should I check the day before a Supplier Day?: Check the attendance list, programme, badges, route signs, transport, catering delivery and room layout the day before. Also test power, presentation connections and microphones, and chill drinks before the reception starts.

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