How to organise an election results evening

An election results evening needs more than a room, a screen and live updates. Start by fixing the date and programme, then build the guest list, press arrangements, technical setup and catering around that schedule. The busiest moments usually come when results change quickly, guests arrive together or a presentation fails at the wrong time. A written running order, tested equipment and assigned responsibilities keep the evening moving without confusion.

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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
Set the date and program
2 people
3
Reserve equipment
4
Draft invitations
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Confirm registrations
9
Print guest list
10
Check the press list
11
Check election result sources
2 people
12
Set up presentations and graphics
2 people
13
Create the site map and walking routes
14
Place catering order
15
Check the shopping list
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Collect materials
2 people
20
Make name badges
2 people
21
Compile press kits
2 people
22
Pick up venue keys
23
Ventilate room
24
Set up tables
3 people
25
Set up chairs
3 people
26
Set up registration desk
2 people
27
Build the catering buffet
3 people
28
Set up coffee station
2 people
29
Set up the equipment
3 people
30
Connect the screens
2 people
31
Test microphones
2 people
32
Test internet connection
2 people
33
Open results page
34
Hang up signage
2 people
35
Hang decorations
2 people
36
Clear emergency routes
2 people

Event

37
Staff the reception desk
2 people
38
Register guests
2 people
39
Welcome the press
40
Serve coffee and tea
2 people
41
Serve snacks
3 people
42
Refill drinks
2 people
43
Present Program
44
Start live broadcast
2 people
45
Show preliminary results
2 people
46
Update interim results
2 people
47
Provide analysis and interpretation
2 people
48
Guide speakers
49
Collect questions from the audience
50
Guide photo moments
51
Empty trash bins
2 people
52
Collect glasses and tableware
2 people
53
Present final results
2 people
54
See off guests
2 people

Aftercare

55
Switch off the equipment
2 people
56
Dismantle technical equipment
3 people
57
Clean up catering
3 people
58
Clear tables and chairs
3 people
59
Wash dishes
2 people
60
Sort and remove waste
2 people
61
Clean the room
3 people
62
Remove decorations
2 people
63
Collect lost and found items
64
Lock up the venue
2 people
65
Return materials
2 people
66
Return rental equipment
2 people
67
Archive photo and video materials
68
Archive results files

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
High tablesqty 6
Coat racksqty 2
Bollardsqty 8

Equipment

Laptopsqty 3
Screensqty 3
Projector
Projection screen
Wireless microphonesqty 3
Audio mixer
Speakersqty 2
Webcam
HDMI cablesqty 5
Extension cordsqty 8
Power stripsqty 8
Power banksqty 4
Wi-Fi router
USB sticksqty 4

Lighting

LED lightsqty 6
Table lampsqty 4

Tableware

Drinking glassesqty 80
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 4
Teapotsqty 2

Kitchen

Coolersqty 4
Thermos flasksqty 4
Serving plattersqty 12
Serving traysqty 8
Serving tongsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Ice packsqty 16
Can openersqty 2

Catering

Water jugsqty 6
Drink dispensersqty 3
Coffee machinesqty 2
Kettlesqty 2
Cookie tinsqty 4
Groceries

Decorations

Municipal flagsqty 2
Dutch flagsqty 2
Tableclothsqty 8
Name badge holdersqty 70
Photo backdrop
Directional signsqty 8
Program standsqty 4

Office

Registration formsqty 100
Name badgesqty 80
Pensqty 30
Clipboardsqty 10
Notepadsqty 20
A4 paperqty 2
Printers
Printer toner cartridgesqty 2
Presentation foldersqty 40
Paper tapeqty 4
Scissor setsqty 3
Rolls of tapeqty 6
Whiteboardsqty 2
Whiteboard markersqty 12

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Toilet brushesqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Safety

Flashlightsqty 4
Safety vestsqty 6
First aid kits
Fire extinguishersqty 2

Tips

Set the programme before sending invitations, including registration, presentation slots, result updates and the planned finish. Leave at least 15 minutes of spare time for delayed results or questions.
Check election result sources before the event and assign one person to monitor them throughout the evening. Test every laptop, screen, projector, microphone and HDMI connection at least 2 hours before guests arrive.
Close registrations 2–3 days in advance so you can confirm attendance, print the guest list and prepare name badges. Collect dietary requirements at the same time rather than chasing them at the venue.
Separate guest, press and presentation areas in the site map. Keep clear walking routes between the registration desk, seating, buffet and screens, and reserve power access for the AV equipment.
Order catering from the confirmed guest count, then buy drinks and chill them at least 4 hours before opening. Provide enough glasses, cups, plates and cutlery for the full programme instead of relying on constant washing-up.

Frequently asked questions

How far in advance should I plan an election results evening?: Book the venue and set the date at least 6–8 weeks ahead, especially if you need screens, microphones or press space. Send invitations around 4 weeks before the event and confirm registrations 2–3 days beforehand.
How do I organise live election results during the event?: Choose at least two reliable result sources and check them before the doors open. Assign one person to monitor updates continuously and another to control the presentation or graphics, with a 15-minute buffer in the programme for delays.
When should I test the AV equipment?: Complete a full test 2 hours before guests arrive, including laptops, screens, projector, microphones, speakers, HDMI cables and internet access. Keep spare cables, power banks and USB sticks available in the room.
How much catering do I need for an election results evening?: Base the order on the confirmed guest list and add 5–10% if late arrivals are likely. For a programme lasting 3 hours, plan roughly 2–3 drinks per person in the first hour and 1–2 per person for each following hour, with snacks available throughout.

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