How to organise an information evening

Start by fixing the date, reserving the room and building a short programme around confirmed speakers. Then open registration early enough to collect attendance numbers and dietary requirements before ordering catering. In the final week, check presentations, print the registration list and name badges, and test every connection between the laptop, projector and microphone. On the day, set up registration, seating, signage and refreshments before guests arrive so the evening can start on time.

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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 the room
2
Set the date and program
2 people
3
Draft invitation
4
Send invitations
2 people
5
Register sign-ups
6
Process registrations
7
Collect dietary requirements
8
Confirm speakers
9
Collect presentations
10
Test the equipment
2 people
11
Create a floor plan and routing
12
Order catering
13
Make name badges
2 people
14
Print programs
15
Print the registration list
16
Do the shopping
2 people
17
Prepare snacks
3 people
18
Chill drinks

Event

19
Open hall
2 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set up registration desk
2 people
23
Set up the equipment
2 people
24
Set up presentations
25
Put up signage
2 people
26
Set up coffee station
2 people
27
Display snacks
2 people
28
Welcome guests
4 people
29
Register attendance
2 people
30
Hand out name badges
2 people
31
Hand out programs
2 people
32
Serve coffee and tea
3 people
33
Give the introduction
34
Facilitate presentations
2 people
35
Moderate the Q&A
2 people
36
Refill drinks
2 people
37
Refill snacks
2 people
38
See off guests
3 people

Aftercare

39
Collect tableware
3 people
40
Collect waste
2 people
41
Switch off equipment
2 people
42
Clear the hall
4 people
43
Wash dishes
2 people
44
Clean the room
3 people
45
Check materials
2 people
46
Store leftovers
2 people
47
Return borrowed materials
2 people
48
Archive attendance list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Stoolsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving traysqty 6

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphone
Speaker
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2

Decorations

Name badgesqty 60
Tableclothsqty 8
Information boardsqty 6
Wayfinding signsqty 6
Pensqty 20
Poster puttyqty 2
Tapeqty 4
Markersqty 12

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broom
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Reserve the room before sending invitations, and allow at least 60 minutes before guest arrival to open the hall, arrange tables and chairs, and set up the registration desk.
Send invitations with a clear closing date for registration, then process sign-ups and collect dietary requirements at least 7 days before the event so catering numbers can be confirmed.
Confirm speakers and collect their presentations no later than 3 days beforehand. Load each file onto the presentation laptop and keep a backup copy on a separate device.
Test the projector, screen, wireless microphone, speaker, clicker, extension cords and power strips in the actual room at least 1 day before the evening; a presentation that works elsewhere may fail in the room.
Plan the guest route from the entrance to registration, seating and refreshments. Put up wayfinding signs before opening, and prepare name badges, the printed programme and registration list together at the desk.

Frequently asked questions

How far in advance should I organise an information evening?: Start planning 6 to 8 weeks ahead. Reserve the room and set the programme first, then send invitations early enough to leave at least 2 weeks for responses.
When should I order catering for an information evening?: Confirm catering 7 days before the event, after processing registrations and dietary requirements. Keep a small buffer for late changes, but do not wait until the final day.
How early should speakers send their presentations?: Ask for presentations at least 3 days before the event. Test every file on the presentation laptop and check that videos, fonts and audio work with the room equipment.
How much setup time is needed before an information evening?: Allow at least 60 minutes for the room setup and a further 30 minutes for equipment and presentation checks. Open registration only after the seating, signage, refreshments and technology are ready.

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.