How to organise an entrepreneurs' evening

An entrepreneurs' evening needs more than a guest list and a few speakers. Start by fixing the date, venue and programme, then build registration, catering and technical checks around them. Work towards the event in clear stages: invite guests, confirm attendance, collect dietary requirements and finalise presentations. During the last week, print badges and programmes, send directions, and check every cable, microphone and screen. The plan below keeps the evening practical and prevents small omissions from disrupting the programme.

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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 time
2
Compile the guest list
2 people
3
Draft invitation
4
Set up the registration form
5
Send invitations
2 people
6
Process registrations
7
Confirm registrations
8
Collect dietary requirements
9
Develop the program
2 people
10
Confirm speakers
11
Collect presentations
12
Check presentations
13
Reserve venue
14
Book catering
15
Check furniture
2 people
16
Test equipment
2 people
17
Create a shopping list
18
Make name badges
2 people
19
Print the program
20
Send directions
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Prepare buffet components
3 people
25
Set up presentations
26
Arrange keys and access
27
Inspect venue
2 people
28
Set up tables
3 people
29
Set up chairs
3 people
30
Set up the reception table
2 people
31
Set up buffet tables
3 people
32
Set up the drinks table
2 people
33
Lay out name badges
34
Hang up decorations
2 people
35
Set up lighting
2 people
36
Connect the projector
37
Test presentations
2 people
38
Test the background music
39
Set out coffee and tea
2 people

Event

40
Staff the registration table
2 people
41
Welcome guests
2 people
42
Hand out name badges
43
Serve coffee and tea
2 people
44
Refill drinks
2 people
45
Serve snacks
3 people
46
Give the opening speech
47
Announce the speaker
48
Guide presentation
49
Collect questions from the audience
50
Set out break drinks
2 people
51
Guide networking tables
3 people
52
Open the buffet
2 people
53
Serve the buffet
3 people
54
Restock the buffet
3 people
55
Serve diet meals
2 people
56
Collect used plates
2 people
57
Refill coffee
58
Host the networking drinks reception
2 people
59
Collect glasses
2 people
60
Say goodbye to guests
2 people

Aftercare

61
Pack leftovers safely
2 people
62
Collect waste
3 people
63
Clear tables
3 people
64
Stack chairs
2 people
65
Wash dishes
3 people
66
Switch off equipment
67
Remove decorations
2 people
68
Clean the venue
3 people
69
Check toilets
70
Return keys
71
Return materials
2 people
72
Store remaining supplies
2 people
73
Collect expense receipts
74
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 60
High tablesqty 6
Clothes racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 60
Dessert platesqty 60
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 60
Coffee spoonsqty 60
Forksqty 60
Knivesqty 60
Serving spoonsqty 12

Kitchen

Serving traysqty 8
Small bowlsqty 12
Cutting boardsqty 3
Chef's knifeqty 3
Pliersqty 6
Measuring cupsqty 2
Food warmersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6

Decorations

Name badgesqty 60
Tableclothsqty 10
Menusqty 10
Welcome sign
Balloonsqty 40
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the event. That gives you time to confirm places, record dietary requirements and give the caterer a reliable headcount.
Confirm speakers no later than 14 days beforehand and request their presentations at least 5 days before the evening. Check every file on the actual laptop and projector rather than relying on email attachments.
Do the equipment test at least 2 hours before guests arrive. Test the projector, screen, HDMI cables, laptops, wireless microphones and speakers in the room where they will be used.
Prepare the room in a deliberate order: place tables and chairs first, then set out name badges, programmes and tableware. Keep waste bins, clothes racks and serving areas easy to find from the entrance.
Chill drinks and prepare snacks before the main setup begins, then keep buffet components covered until service. Count plates, glasses, cups and cutlery against the confirmed guest number, with a small spare supply.

Frequently asked questions

How far in advance should I organise an entrepreneurs' evening?: Start at least 6 to 8 weeks before the event. Reserve the venue and confirm speakers first, then allow the final 7 days for registrations, dietary information, printing and practical checks.
When should I send invitations for an entrepreneurs' evening?: Send the first invitations 4 to 6 weeks in advance, with a clear registration deadline. Send directions and the final programme around 3 to 5 days before the event.
How many drinks do I need for an entrepreneurs' evening?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person per hour. Include water as well as any other drinks, and use the confirmed guest count to brief catering.
When should I test the presentation equipment?: Run a full test at least 2 hours before guests arrive, using the final presentations. Check the projector, screen, laptop connections, HDMI cables, microphones and speakers, and keep a backup laptop or presentation copy available.

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