How to organise an election debate from start to finish

An election debate needs more than a room, microphones and a list of candidates. Start by securing the date, venue, moderator and participants, then set rules that give every candidate equal time. Build the programme around collected themes and resident questions, with registration, press arrangements and recording consent handled before the event. On the day, allow time to test the sound, projector and timer, check registrations, and prepare refreshments for the expected audience.

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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 people
2
Approach candidates
2 people
3
Book the moderator
2 people
4
Draw up debate rules
2 people
5
Create the program and schedule
2 people
6
Collect themes and questions
3 people
7
Collect questions from residents
2 people
8
Send invitations
3 people
9
Open online registration form
10
Process registrations
2 people
11
Collect dietary requirements
12
Order catering
2 people
13
Reserve equipment
2 people
14
Arrange consent for video recording
15
Invite the press and local media
2 people
16
Design signage
17
Prepare name badges
2 people
18
Prepare the presentation and timer
2 people
19
Collect candidate information
2 people
20
Create the final questionnaire
3 people
21
Confirm registrations
2 people
22
Send reminder
23
Do the shopping
3 people
24
Prepare snacks
3 people
25
Pick up the equipment
2 people
26
Pick up venue keys

Event

27
Open venue
2 people
28
Check the venue
2 people
29
Set up chairs
4 people
30
Set up debate tables
3 people
31
Set up the equipment
3 people
32
Test microphones
2 people
33
Test presentation
2 people
34
Hang decorations
3 people
35
Set up registration desk
2 people
36
Set up catering
3 people
37
Make coffee and tea
2 people
38
Briefing with volunteers
5 people
39
Receive candidates
2 people
40
Instruct candidates
3 people
41
Welcome visitors
4 people
42
Register attendance
3 people
43
Distribute program
2 people
44
Serve coffee and tea
3 people
45
Open the debate
46
Facilitate the debate
2 people
47
Keep track of time and speaking time
48
Collect audience questions
2 people
49
Refill drinks
2 people
50
Serve break snacks
3 people
51
Close the debate
52
See off the candidates
2 people
53
Lead the informal after-party
3 people
54
Serve the final drinks
2 people
55
Guide visitors to the exit
2 people

Aftercare

56
Switch off the equipment
2 people
57
Collect materials
4 people
58
Wash dishes
3 people
59
Sort waste
2 people
60
Clean the room
4 people
61
Put chairs and tables back
4 people
62
Remove decorations
2 people
63
Return equipment
2 people
64
Clear away leftover catering
2 people
65
Return rental items
2 people
66
Handle lost and found

What to bring

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

Furniture

Chairsqty 120
Debate tablesqty 4
Registration desk
Coffee tablesqty 3
Tableclothsqty 7

Equipment

Wireless microphonesqty 5
Microphone standsqty 4
Audio mixer
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Gaffer tapeqty 3
Presentation clicker
Digital timer
Rechargeable batteriesqty 12

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Ice cube traysqty 6

Decorations

Name badge holdersqty 120
Name badgesqty 120
Table signsqty 8
Wayfinding signsqty 8
Flagsqty 12
Sticky tackqty 4

Cleaning

Waste binsqty 6
Hand broomsqty 2
Vacuum cleaner
Mop set
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the debate structure at least four weeks before the event. Decide how many opening statements, themed rounds and audience questions you can fit into the available time, then give each candidate the same speaking limit.
Collect resident questions before the debate closes. Open the online registration form early, ask for questions during registration, and use the final questionnaire to remove duplicates and group similar themes.
Confirm candidates, the moderator and the venue in writing no later than two weeks beforehand. Send the rules and running order together so participants know the speaking order, response time and procedure for follow-up questions.
Test every part of the audio-visual setup before doors open. Check both wireless microphones, the mixer, speakers, laptop, projector and digital timer, and secure extension cords and power strips with gaffer tape.
Plan registration and refreshments as separate jobs. Set up a registration desk with name badges, keep a final attendee list ready, and prepare coffee, water and snacks before the first guests arrive; confirm dietary requirements several days in advance.

Frequently asked questions

How far in advance should I organise an election debate?: Start planning at least 6 to 8 weeks before the debate. Use the first 2 weeks to confirm the date, venue, candidates and moderator, then leave at least 2 weeks for registration, questions, press invitations and final confirmations.
How long should an election debate last?: Allow 90 to 120 minutes for the debate itself, plus 30 minutes for arrival and registration. For example, a 100-minute programme can include opening statements, three themed rounds, audience questions and closing remarks without rushing every response.
When should I send reminders to debate attendees?: Send the first confirmation immediately after registration and a reminder 3 to 5 days before the event. Include the venue, start time, registration details, accessibility information and any deadline for submitting questions.
How do I prepare microphones and presentation equipment for a debate?: Arrive at least 90 minutes before doors open for an audio and presentation test. Check microphone levels, speaker feedback, the timer, slide visibility, spare rechargeable batteries and every cable connection before candidates take their seats.

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.