How to organise an election debate

An election debate needs more than a room, candidates and microphones. Start by securing the date and location, then confirm the candidates and agree on the topics and debate rules before opening registration. The main risks are late candidate confirmations, unclear questions, missing technical equipment and a programme that overruns. This plan takes you from the first arrangements through visitor registration, press coordination, room setup and the final equipment check.

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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
Set the debate topics
3 people
4
Assign moderator
2 people
5
Send invitations
2 people
6
Open the registration form
7
Send press invitations
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect Visitor Questions
2 people
11
Check candidate information
2 people
12
Draw up debate rules
2 people
13
Finalize the program
2 people
14
Reserve equipment
15
Reserve furniture
16
Order catering
2 people
17
Assign volunteers
2 people
18
Prepare press list
19
Send directions
20
Make name badges
2 people
21
Print question cards
22
Print the program
23
Print the registration list
24
Test the equipment
2 people
25
Do the shopping
2 people
26
Setting up shelf-stable catering
2 people

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
Connect the technical equipment
2 people
32
Set up the presentation screen
2 people
33
Lay out name badges
34
Set up registration desk
2 people
35
Set up the catering table
2 people
36
Receive candidates
2 people
37
Brief the moderator
2 people
38
Test microphones
2 people
39
Register visitors
3 people
40
Distribute program
2 people
41
Direct visitors to the hall
2 people
42
Open the debate
43
Introduce candidates
44
Guide the debate rounds
2 people
45
Collect audience questions
2 people
46
Serve drinks
2 people
47
Refill drinks
48
Serve snacks
2 people
49
Guide the press and candidates
2 people
50
Announce the closing
51
Guide visitors to the exit
2 people
52
Collect lost and found items
53
See off the candidates
2 people

Aftercare

54
Switch off equipment
2 people
55
Disconnect equipment
2 people
56
Dismantle furniture
4 people
57
Wash dishes
2 people
58
Collect waste
2 people
59
Clean the room
3 people
60
Check toilets
61
Lock up the venue
2 people
62
Return materials
2 people
63
Archive photos and recordings
64
Send thank-you message
65
Publish report

What to bring

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

Furniture

Chairsqty 110
Debate tablesqty 4
Registration desk
Catering tablesqty 3
Stoolsqty 6

Equipment

Wireless microphonesqty 5
Microphone standsqty 3
Audio mixer
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 2
HDMI cablesqty 3
USB sticksqty 2
Spare batteriesqty 20

Tableware

Glassesqty 120
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Forksqty 120
Pliersqty 6
Serving spoonsqty 6

Kitchen

Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Bottle openersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 10
Tableclothsqty 7
Directional signsqty 8
Program standsqty 4
Candidate boardsqty 10

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 8
Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the format before inviting candidates: confirm the debate topics, moderator, speaking rules and time limits first. Send candidates the same information so everyone prepares under equal conditions.
Open registration only after the programme and location details are stable. Keep a current registration list, collect dietary requirements and prepare name badges before doors open.
Collect visitor questions in advance and print question cards for the moderator. Sort them by topic and remove duplicates at least 24 hours before the debate.
Treat the technical check as a full rehearsal, not a quick power test. Test both wireless microphones, the mixer, speakers, laptop, projector, screen and every HDMI connection with the programme you will actually use.
Plan the room around arrival and departure, not just the debate. Set up a registration desk, debate tables and chairs first, then place catering tables away from the microphones; keep spare batteries, extension cords and power strips ready before guests arrive.

Frequently asked questions

How far in advance should I organise an election debate?: Start at least 8 to 10 weeks before the event. Candidate invitations, press invitations, registration and equipment bookings need time, while the final programme and printed materials should be completed during the last week.
When should I invite candidates to an election debate?: Approach candidates as soon as the date and location are confirmed, preferably 6 to 8 weeks in advance. Give them the topics, moderator and expected format before asking for a final commitment.
How long should an election debate last?: Allow 90 to 120 minutes for the debate itself, followed by time for arrivals and refreshments. Build in short transitions between topics so one delayed answer does not push the entire programme behind schedule.
When should I test the microphones and projector?: Complete a full equipment test at least one day before the debate, then repeat a shorter check 60 to 90 minutes before doors open. Test spare batteries, cables, power strips and the presentation file as well as the main devices.

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.