How to organise a welcome meeting

A welcome meeting runs smoothly when guest information, the programme and the room are ready in that order. Start by booking the venue and sending invitations, then use registrations to confirm dietary requirements and final numbers. In the last week, prepare name badges, directions, food and equipment. On the day, allow time to test the microphone and speakers before setting up the welcome desk, buffet and seating.

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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
Reserve venue
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Finalize the program
2 people
6
Prepare name badges
2 people
7
Send directions
8
Confirm access with venue
9
Check the shopping list
2 people
10
Do non-perishable shopping
2 people
11
Buy fresh groceries
2 people
12
Chill drinks
2 people
13
Prepare buffet components
3 people
14
Print welcome sign
15
Test equipment
2 people

Event

16
Open venue
2 people
17
Set up tables and chairs
4 people
18
Set up welcome desk
2 people
19
Set up the buffet and drink station
3 people
20
Hang decorations
2 people
21
Lay out name badges
22
Set out snacks and buffet
3 people
23
Set up sound and music
2 people
24
Staff the reception desk
2 people
25
Welcome guests
2 people
26
Hand out name badges
2 people
27
Serve coffee and tea
2 people
28
Refill snacks
2 people
29
Guide the welcome speech
30
Serve the buffet
3 people
31
Refill drinks
2 people
32
Collect tableware
2 people
33
See off guests
2 people

Aftercare

34
Pack leftovers safely
2 people
35
Clean up the buffet and kitchen
3 people
36
Wash dishes
2 people
37
Sort and take out waste
2 people
38
Clean the venue
3 people
39
Put furniture back
3 people
40
Remove decorations
2 people
41
Return borrowed items
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Buffet tablesqty 3
Welcome desk
Coat racksqty 2

Tableware

Platesqty 70
Bowlsqty 60
Glassesqty 100
Coffee cupsqty 60
Knivesqty 70
Forksqty 70
Spoonsqty 70

Kitchen

Serving traysqty 8
Serving tongsqty 6
Serving spoonsqty 6
Coffee potsqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Chef's knifeqty 2
Coolersqty 3

Equipment

Bluetooth speakersqty 2
Microphone
Power stripsqty 4
Extension cordsqty 4
Laptop

Decorations

Welcome sign
Tableclothsqty 8
Buntingqty 4
Flower arrangementsqty 5
Name badge holdersqty 60

Lighting

LED light stringsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the meeting. Use the final attendee list to prepare name badges and confirm dietary requirements instead of guessing at the buffet.
Finish the programme before printing the welcome sign and sending directions. Include the entrance, access arrangements and where guests should check in.
Do non-perishable shopping several days ahead, then buy fresh groceries 1–2 days before the meeting. Chill drinks early enough that they are cold when the drink station opens.
Arrive at least 90 minutes before guests. Use the first 30 minutes for tables, chairs and the welcome desk, then set up the buffet, drinks, decorations and name badges.
Test the laptop, microphone, Bluetooth speakers, power strips and extension cords before guests arrive. Keep one person at the reception desk so late arrivals can be welcomed without interrupting the programme.

Frequently asked questions

How far in advance should I organise a welcome meeting?: Book the venue and send invitations at least 3–4 weeks ahead. Close registrations about 7 days before the meeting so you have time to confirm dietary requirements, print name badges and buy the right amount of food.
When should I ask guests about dietary requirements?: Ask for dietary requirements when people register, not at the door. Review the responses 7 days before the meeting and label suitable buffet dishes before guests arrive.
How early should I arrive for a welcome meeting?: Plan to open the venue at least 90 minutes before the first guest. You need that time for seating, the welcome desk, buffet and drink station, signage, decorations and an equipment test.
How much food and drink do I need for a welcome meeting?: Base quantities on the final registration list and add a small buffer of about 10%. For drinks, plan roughly 2–3 servings per person during the first hour, then adjust for the meeting length and whether food is served.

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