How to organise a tender meeting

A tender meeting needs a tighter process than a standard presentation: attendees need the same information, speakers need reliable materials, and questions must be captured before the meeting starts. Begin by confirming the date, location and timetable, then manage invitations and registrations in one attendance list. In the final week, collect dietary requirements and participant questions, check every presentation, and confirm the room and equipment. Use the last few hours for setup, registration materials, documents and refreshments—not unfinished planning.

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
Confirm date and location
2
Set the schedule and times
2 people
3
Draft invitations
4
Send invitations
5
Process registrations
6
Keep the attendance list
7
Collect dietary requirements
8
Collect participants' questions
9
Share schedule with speakers
10
Collect presentations
11
Check presentations
2 people
12
Confirm reservations
13
Prepare name badges
14
Print participant list
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
2 people
18
Test equipment
2 people
19
Check the venue
2 people
20
Set up tables and chairs
3 people
21
Set up registration desk
2 people
22
Set up the presentation area
2 people
23
Set up projector and screen
2 people
24
Test sound equipment
2 people
25
Prepare documents
2 people
26
Set out coffee and tea
2 people
27
Set up buffet and snacks
3 people
28
Briefing for reception team
2 people

Event

29
Receive participants
3 people
30
Register attendance
2 people
31
Hand out name badges
2 people
32
Serve coffee and tea
2 people
33
Guide the opening presentation
2 people
34
Provide technical support for presentations
35
Moderate the Q&A
2 people
36
Refill drinks
2 people
37
Serve snacks
2 people
38
Open the dinner buffet
2 people
39
Restock the buffet
2 people
40
Serve diet meals
2 people
41
Host the networking drinks reception
2 people
42
Say goodbye to participants
2 people

Aftercare

43
Store leftovers safely
2 people
44
Collect tableware and glasses
3 people
45
Collect and sort waste
2 people
46
Wash dishes
2 people
47
Clear tables and chairs
3 people
48
Pack equipment safely
2 people
49
Clean the room
3 people
50
Return materials
2 people
51
Thank participants
52
Archive presentation materials
53
Answer incoming questions
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Registration desk
Clothes racksqty 2
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
Microphonesqty 2
Speakersqty 2
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 4

Tableware

Platesqty 60
Coffee cupsqty 50
Water glassesqty 60
Wine glassesqty 50
Cutlery setsqty 60
Serving spoonsqty 8
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 12
Serving utensilsqty 12

Office

Name badgesqty 50
Badge holdersqty 50
Notepadsqty 50
Ballpoint pensqty 60
Presentation foldersqty 50
Flip chart
Flip chart paperqty 2
Markersqty 2

Decorations

Tablecloth setsqty 8
Wayfinding signsqty 6
Table name cardsqty 8

Cleaning

Microfiber clothsqty 12
Dish brushesqty 3
Floor squeegeesqty 2
Bucketsqty 3

Catering

Groceries

Tips

Set the schedule before sending invitations. Include registration, introductions, presentations, questions and closing times, then share the finished timetable with every speaker.
Close registration early enough to prepare name badges, the participant list and seating. Collect dietary requirements and questions at the same time so they do not arrive during setup.
Set a firm deadline for presentations, ideally several days before the meeting. Check that each file opens on the laptop and displays correctly through the projector before the event day.
Check the venue in advance for tables, chairs, the registration desk, projection area, power points and cable routes. Test the projector, screen, microphones and speakers together rather than checking each item separately.
Prepare refreshments around the meeting schedule, not just the headcount. Chill drinks, set out coffee equipment and serving items, and place waste bins where people can reach them without interrupting the presentations.

Frequently asked questions

How far in advance should I send tender meeting invitations?: Send invitations at least 2 to 3 weeks before the meeting, with the date, location, schedule and registration deadline. Set the deadline several days before the event so you can print the participant list and name badges.
When should I collect tender meeting questions?: Ask for participant questions when people register and set a deadline 3 to 5 days before the meeting. Share relevant questions with speakers early enough for them to prepare clear answers or supporting slides.
How early should I test the equipment for a tender meeting?: Run a full equipment test at least one day before the meeting, then repeat a short check 60 to 90 minutes before registration opens. Test the laptop, projector, screen, HDMI cables, microphones, speakers and power connections together.
How much time is needed to set up a tender meeting?: Allow at least 2 hours for a meeting with tables, chairs, registration, refreshments and a presentation area. Add more time if the room layout, projector or sound system has not been tested at the venue before.

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.