How to organise a weekend for peers

A peer weekend runs smoothly when participant information, access needs and logistics are settled before the group arrives. Start with the participant list and registration process, then use the confirmed numbers to plan bedrooms, transport, meals and the programme. The final days are for shopping, packing welcome materials and preparing the venue—not for chasing missing information. This plan helps you work in that order and avoid the details that are commonly left until the last minute.

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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
Create the participant list
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
5
Collect accessibility needs
6
Register emergency contacts
2 people
7
Confirm venue booking
8
Create the bedroom layout
2 people
9
Finalize the program
3 people
10
Assign escorts
2 people
11
Inventory transport needs
2 people
12
Prepare welcome packs
3 people
13
Prepare discussion cards
2 people
14
Sort creative materials
2 people
15
Compile music list
16
Send participant information
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Chill drinks
2 people
20
Set out welcome packs
2 people
21
Pick up venue keys
22
Ventilate the rooms
2 people
23
Set up tables and chairs
4 people
24
Prepare the bedrooms
3 people
25
Set up the reception table
2 people
26
Hang decorations
2 people
27
Test the equipment
2 people
28
Prepare the lunch buffet
3 people
29
Set up the rest area
2 people

Event

30
Staff the registration desk
2 people
31
Welcome participants
3 people
32
Hand out welcome packs
2 people
33
Serve coffee and tea
2 people
34
Lead the introduction round
3 people
35
Refill drinks
2 people
36
Facilitate discussion groups
3 people
37
Serving the dinner buffet
4 people
38
Distribute diet meals
2 people
39
Support the evening program
3 people
40
Set out the late snack
2 people
41
Check rest area
42
Lead the evening closing
2 people
43
Prepare breakfast buffet
3 people
44
Serve breakfast
3 people
45
Lead the morning walk
3 people
46
Lead a creative workshop
3 people
47
Refill drinks
2 people
48
Serve lunch buffet
4 people
49
Restock the break room
2 people
50
Lead in-depth discussion group
3 people
51
Serve snack breaks
2 people
52
Oversee open meeting space
2 people
53
Prepare dinner
4 people
54
Serve dinner
4 people
55
Lead the final round
3 people
56
Explain the departure time
2 people
57
See participants off
3 people

Aftercare

58
Pack breakfast leftovers
2 people
59
Wash dishes
3 people
60
Collect waste
2 people
61
Clean rooms
4 people
62
Check bedrooms
2 people
63
Remove decorations
2 people
64
Pack up materials
3 people
65
Return borrowed items
2 people
66
Handle lost and found
67
Send a thank-you gift to participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Lounge armchairsqty 8
Coat racksqty 3
Clothes hangersqty 40
Table linenqty 8

Tableware

Platesqty 50
Deep platesqty 50
Bowlsqty 50
Mugsqty 50
Water glassesqty 50
Wine glassesqty 40
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving trays with lidsqty 6
Thermos flasksqty 6
Water jugsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting board matsqty 2

Equipment

Portable speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 6
Charging cablesqty 6

Decorations

Welcome sign
Name badgesqty 45
Table decorationsqty 8
Garlandqty 6
Cushionsqty 12
Blanketsqty 8
Photo framesqty 6

Lighting

Mood lightingqty 4
Table lampsqty 6
Night lightsqty 12

Sports equipment

Walking sticksqty 6
Yoga matsqty 12
Light resistance bandsqty 12

Catering

Welcome foldersqty 40
Notebooksqty 40
Ballpoint pensqty 50
Conversation cardsqty 40
Colored pencilsqty 40
Drawing paperqty 100
Flip chartqty 2
Flipchart markersqty 12
Pen holdersqty 4
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Trash binsqty 6
Laundry basketsqty 4
Hand soap dispensersqty 6

Tips

Close registrations at least 7 days before the weekend so you have final numbers for bedrooms, meals, transport and welcome packs. Ask for dietary requirements and accessibility needs during registration, not in a separate last-minute message.
Create the bedroom layout after registrations close and share participant information before arrival. Check the layout against accessibility needs and keep a small number of changes possible for late adjustments.
Confirm escorts, emergency contacts and transport needs at least 5 days beforehand. A transport inventory should include who needs a lift, where they are picked up and any equipment or access requirements.
Finish the programme and discussion materials several days before the weekend. Test the projector, microphone and portable speakers before participants arrive, and keep a printed copy of the programme at the reception table.
Do the shopping once the final headcount is known, then chill drinks and prepare the welcome packs on the day before or the morning of arrival. Pick up the venue keys early enough to ventilate rooms, set out furniture and prepare bedrooms before the first participant arrives.

Frequently asked questions

How far in advance should I plan a weekend for peers?: Start planning 6 to 8 weeks before the weekend, especially if you need to confirm a venue and arrange transport. Aim to close registrations 7 days before arrival so the practical details can be finalised.
When should I ask participants about dietary and accessibility needs?: Ask for both during registration, ideally no later than 4 weeks before the weekend. Review the responses again 7 days before arrival and confirm any arrangements with the venue.
When should I finalise the bedroom layout and transport?: Finalise the bedroom layout and transport plan about 5 days before arrival, after registrations have closed. Send participants the relevant information before the weekend so questions do not accumulate at check-in.
What should I do on the day before a peer weekend?: Use the day before for shopping, preparing welcome packs and discussion materials, checking equipment and chilling drinks. Leave venue setup for a planned arrival window early enough to ventilate rooms, arrange tables and chairs, and prepare the bedrooms before guests arrive.

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.