How to organise an information day

Start with the date, purpose and programme before inviting anyone. Then secure speakers, rooms and the equipment each session needs, because changes become expensive once registrations are open. Use one registration list for attendance, dietary requirements and visitor questions, and set a firm deadline for final numbers. In the final week, collect presentations, print materials, prepare badges and test every projector, microphone and cable in the actual rooms.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Contact speakers and facilitators
2 people
3
Reserve rooms and presentation spaces
2 people
4
Check permits and house rules
2 people
5
Draft invitation text
2 people
6
Create a registration form
2 people
7
Send invitations
2 people
8
Publish the information day online
9
Process registrations
2 people
10
Collect dietary requirements
11
Answer visitors' questions
2 people
12
Finalize the program
2 people
13
Collect speaker information
2 people
14
Collect presentations
15
Design information boards
2 people
16
Print flyers and programs
2 people
17
Prepare name badges
2 people
18
Update the registration list
19
Order catering quantities
2 people
20
Test the equipment
2 people
21
Collect materials
3 people
22
Do the shopping
2 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Check the venue
2 people
26
Set up tables
4 people
27
Set up chairs
4 people
28
Set up information booths
4 people
29
Set up registration desk
2 people
30
Set up the presentation area
3 people
31
Hang up decorations
2 people
32
Place information signs
2 people
33
Lay out the programs
34
Lay out name badges
35
Set out coffee and tea
2 people
36
Arrange snacks on platters
2 people
37
Retest the equipment
2 people
38
Give volunteers a briefing
2 people

Event

39
Welcome visitors
4 people
40
Register sign-ups
3 people
41
Hand out programs
2 people
42
Direct visitors to booths
2 people
43
Provide information at booths
8 people
44
Facilitate presentations
2 people
45
Welcome speakers
46
Operate the microphone
47
Set up presentations
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Check stock
54
Inform last visitors
2 people
55
Wave goodbye to visitors
3 people

Aftercare

56
Take down information boards
3 people
57
Switch off the equipment
2 people
58
Clean up catering
3 people
59
Take down tables and chairs
4 people
60
Remove decorations
2 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean rooms
4 people
64
Inventory materials
2 people
65
Return borrowed items
2 people
66
Clear away leftover catering
2 people
67
Secure lost property
68
Follow up on visitor questions
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 8
Tableclothsqty 12
Brochure racksqty 8
Clothes racksqty 2
Bollardsqty 6

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Wireless microphonesqty 2
HDMI cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Power banksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving spoonsqty 6
Kettlesqty 3
Coffee machinesqty 2
Hot drink urnsqty 4

Decorations

Buntingqty 6
Balloon bundlesqty 8
Roll-up bannersqty 6
Wayfinding signsqty 10
Poster puttyqty 4
Table décorqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Water dispensersqty 2
Drink dispensersqty 4
Serving traysqty 8
Bread basketsqty 6
Sugar bowlsqty 4
Milk jugsqty 4
Ice packsqty 16
Groceries

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Hand sanitizer dispensersqty 6

Registration

Registration desk
Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Clipboardsqty 6
Notepadsqty 120
Card traysqty 4

Information

Information leafletsqty 500
Program flyersqty 150
Surveysqty 120
Pen holdersqty 8
Display standsqty 12
Tapeqty 6
Markersqty 24

Tips

Build the programme around fixed speaker times and allow at least 15 minutes between sessions for questions, room changes and late arrivals. Confirm each speaker’s name, role, session title and presentation file before printing the final programme.
Open registration only after the rooms and presentation spaces are reserved. Ask for dietary requirements on the form, then update the registration list at least 48 hours before ordering catering quantities.
Test laptops, projectors, screens, wireless microphones, HDMI cables and extension cords in the rooms where they will be used. Do this no later than the day before, and keep power strips, charging stations and power banks available at the registration point.
Prepare visitor flow before the doors open: place tables, chairs, brochure racks and information boards where people can find them without blocking entrances. Put name badges and the latest registration list at one clearly marked welcome table.
Do the final venue check on the morning of the information day, including room layout, house rules, signage, chilled drinks and coffee service. Prepare snacks and serving equipment before the first visitors arrive rather than during the opening session.

Frequently asked questions

How far in advance should I organise an information day?: Start at least 8 weeks ahead if you need several speakers, rooms and printed materials. Confirm the date, programme framework and key contributors first; send invitations once the main schedule is stable.
When should I send invitations for an information day?: Send the first invitation 4 to 6 weeks before the event. Send a reminder 7 days before the date and close or review registrations 48 hours before ordering catering.
How do I plan catering for an information day?: Use the registration list as your base and include dietary requirements collected through the form. Confirm final quantities 48 hours beforehand, then prepare coffee, drinks and snacks before visitors arrive.
When should I test the equipment for an information day?: Test every laptop, projector, screen, microphone and cable at least 24 hours before the event in the rooms where they will be used. Check the setup again on the morning of the event after the furniture has been arranged.

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.