How to organise a works council meeting

A works council meeting runs smoothly when the practical work follows the decision-making process. Start by confirming the date, booking a suitable room and sending invitations early enough to collect registrations and dietary requirements. Prepare the agenda and supporting documents before arranging catering and equipment. On the day, allow time to ventilate and set up the room, test the presentation and register attendees before the meeting begins.

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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 meeting date
2
Reserve meeting room
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Prepare the agenda and documents
2 people
7
Distribute the materials digitally
8
Print meeting materials
9
Order catering
10
Do the shopping
2 people
11
Check equipment
12
Prepare participant list
13
Ventilate room
14
Set up tables
2 people
15
Set up chairs
2 people
16
Lay out meeting documents
2 people
17
Set up the presentation
18
Prepare coffee and tea
2 people
19
Chill drinks
20
Set out snacks
2 people
21
Prepare reception
2 people

Event

22
Receive participants
2 people
23
Register attendance
24
Facilitate the meeting
2 people
25
Serve coffee and tea
26
Refill drinks
27
Record minutes and decisions
28
Set up the dinner buffet
3 people
29
Serve dinner
3 people
30
Refill coffee and tea
31
Collect questions and action items
32
Confirm decisions
2 people

Aftercare

33
Clear the meeting room
2 people
34
Wash dishes
2 people
35
Collect waste
2 people
36
Clean the room
2 people
37
Switch off equipment
38
Put furniture back
2 people
39
Return borrowed items
40
Prepare the minutes
41
Send the minutes for approval
42
Assign action items

What to bring

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

Furniture

Meeting tablesqty 3
Chairsqty 20
Buffet table
Coat rack

Tableware

Coffee cupsqty 24
Water glassesqty 24
Wine glassesqty 24
Platesqty 24
Dessert platesqty 24
Cutlery setsqty 24
Serving spoonsqty 6
Small bowlsqty 8

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Microphone
Wall clock

Meeting materials

Flip chart
Flip chart paper
Markersqty 6
Ballpoint pensqty 24
Notepadsqty 24
Name badgesqty 24
Document foldersqty 24

Decorations

Table runnersqty 3
Flower arrangementsqty 3

Cleaning

Waste binsqty 3
Cleaning clothsqty 8
Dish brushesqty 2
Hand soap dispensersqty 2

Catering

Groceries

Tips

Send the invitation as soon as the date and room are confirmed, then set a registration deadline at least 7 days before the meeting. Use the responses to prepare the participant list and collect dietary requirements.
Share the agenda and meeting documents digitally several days in advance, and print copies for the room. Printing 1 copy per attendee plus 2 spare sets prevents last-minute shortages.
Check the laptop, projector, screen, HDMI cable, microphone and power connections at least 60 minutes before participants arrive. Test the exact presentation rather than relying on equipment having worked at a previous meeting.
Set up tables, chairs, the flip chart and presentation area before preparing refreshments. Put documents at each place, and keep coffee, tea, water and snacks on a separate buffet table to avoid crowding the meeting table.
Plan refreshments around the meeting schedule, not just the arrival time. Prepare coffee and tea before reception, chill drinks in advance, and keep serving trays, cups, glasses, plates and cutlery ready so breaks do not interrupt the discussion.

Frequently asked questions

How far in advance should I invite people to a works council meeting?: Send the invitation as soon as the date and meeting room are confirmed, preferably at least 2 weeks in advance. Close registrations about 7 days before the meeting so you can finalise seating, documents and catering.
When should the agenda and meeting papers be sent?: Send the agenda and supporting documents several days before the meeting, ideally at least 3 working days in advance. Keep printed copies ready on the day for attendees who need them.
How early should I set up a works council meeting room?: Allow at least 60 minutes before the first participant arrives. This gives you time to ventilate the room, arrange tables and chairs, test the projector and microphone, and prepare coffee and tea.
How many spare meeting documents should I print?: Print one complete set per expected attendee and add 2 spare sets. If attendance is uncertain, use the registration list and print the final quantity after the registration deadline.

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