How to organise a Wmo information evening

Start with the date, accessible venue and the people who need to contribute. Then build a short programme, open registration and ask about support needs before arranging interpreters, aids and catering. In the final week, confirm attendance and check every presentation, handout and technical connection. On the day, leave enough time for room access, seating, reception and information tables—not just the talks themselves.

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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
Carry out the accessibility check for the room
2 people
3
Book speakers and experts
4
Draw up the program and schedule
2 people
5
Create presentations and information materials
3 people
6
Publish registration form
7
Send invitations
2 people
8
Post information on website
9
Process registrations
2 people
10
Collect dietary requirements
11
Assess support needs
12
Reserve interpreters and aids
13
Order catering
14
Have printed materials made
15
Confirm registrations
2 people
16
Check presentation materials
2 people
17
Create visitor list and badges
2 people
18
Do the shopping
2 people
19
Pick up venue keys
20
Ventilate room
2 people
21
Set up tables and chairs
3 people
22
Keep accessible seats free
2 people
23
Set up the reception table
2 people
24
Set up information tables
3 people
25
Connect projector and laptop
2 people
26
Test sound system
2 people
27
Test the presentation and video
2 people
28
Set out coffee and tea
2 people
29
Set out sandwiches and fruit
2 people
30
Hang up route signs
2 people

Event

31
Handle reception and registration
3 people
32
Guide visitors to their seats
2 people
33
Serve coffee and tea
2 people
34
Lead the opening and welcome speech
35
Deliver the Wmo presentation
2 people
36
Collect questions from the audience
2 people
37
Staff information tables
5 people
38
Restock drinks and snacks
2 people
39
Answer individual questions
4 people
40
Wave goodbye to visitors
3 people
41
Gather information and feedback
2 people

Aftercare

42
Switch off equipment
2 people
43
Pack leftover catering
2 people
44
Collect and sort waste
3 people
45
Wash dishes
2 people
46
Clear tables and chairs
3 people
47
Clean the room
3 people
48
Return materials
2 people
49
Send thank-you message
50
Send information digitally afterwards
51
Securely archive registration details

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Tableclothsqty 8
Stoolsqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving boardsqty 6
Cool bagsqty 2

Information

Information leafletsqty 120
Program flyersqty 80
Name stickersqty 80
Pensqty 40
Clipboardsqty 8
Notepadsqty 40
Feedback formsqty 80
Visitor badgesqty 80
Directional signsqty 8
Flip chart
Flip chart sheetsqty 30
Markersqty 12

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Disinfecting gelqty 4

Catering

Groceries

Tips

Check the room for step-free access, accessible seating, toilets and clear routes before confirming the venue. Keep the seats with the best access free rather than filling them during setup.
Ask about support needs and dietary requirements in the registration form, then review them at least 7 days before the evening. This gives you time to reserve interpreters, aids and suitable catering.
Finish the programme and speaker materials at least 5 working days in advance. Test the laptop, projector, screen, HDMI cables and microphones together, because checking each item separately can miss connection problems.
Send a registration confirmation with the start time, address, access information and contact details no later than 3 days before the event. Use the final list to prepare badges and reception materials.
Allow at least 90 minutes before the doors open for ventilation, tables and chairs, accessible seating, information tables and technical setup. Keep power banks, extension cords and power strips available instead of solving cable problems after visitors arrive.

Frequently asked questions

How far in advance should I plan a Wmo information evening?: Start at least 6 to 8 weeks ahead. Book the venue, speakers and interpreters first; leave the final 2 weeks for registrations, materials, catering and technical checks.
When should I ask attendees about support needs?: Ask when registration opens, ideally 4 to 6 weeks before the evening. Review the answers 7 days before the event so interpreters and other aids can still be arranged.
How much time is needed to set up a Wmo information evening?: Plan at least 90 minutes for setup and a further 30 minutes for the final check. This covers seating, accessible routes, reception, information tables, catering and presentation equipment.
When should registration be confirmed?: Send a confirmation 3 days before the event, once the attendee list and support requirements have been checked. Include the programme, arrival time, venue access details and a contact number.

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.