How to organise an information evening

An information evening runs smoothly when the programme, registration and room setup are planned in that order. Start by fixing the schedule and rooms, then confirm speakers and open registration early enough to follow up with people who have not replied. In the final week, collect presentations, dietary requirements and attendance details. On the day, test the projector and laptop, set up registration and information tables, and prepare coffee, water, sandwiches and snacks before guests arrive.

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
Finalize the schedule and rooms
2 people
2
Confirm speakers
3
Draft invitation
4
Set up the registration form
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Follow up on registrations
2 people
9
Collect presentations
10
Reserve equipment
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Print program leaflets
14
Prepare name badges
2 people
15
Print attendance list
16
Check rooms and supplies
2 people
17
Clean rooms
2 people
18
Set up tables and chairs
4 people
19
Set up registration desk
2 people
20
Set up information tables
3 people
21
Set up the presentation equipment
2 people
22
Test presentations
2 people
23
Hang signs
2 people
24
Set up coffee station
2 people
25
Prepare sandwiches and snacks
3 people
26
Chill drinks
2 people
27
Brief reception team

Event

28
Welcome visitors
4 people
29
Register attendance
2 people
30
Direct visitors to classrooms
3 people
31
Hand out program brochures
2 people
32
Guide information sessions
4 people
33
Collect questions
2 people
34
Serve coffee and tea
2 people
35
Refill drinks
2 people
36
Clear the buffet in between
2 people
37
Check toilets
38
Wave goodbye to visitors
3 people

Aftercare

39
Turn off presentation equipment
2 people
40
Collect leftover catering
2 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Collect waste
2 people
44
Clean rooms
3 people
45
Remove signposts
2 people
46
Return borrowed items
2 people
47
Archive attendance list

What to bring

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

Furniture

Chairsqty 120
Registration desk
Information desksqty 8
Buffet tablesqty 3
Clothing racksqty 2
Waste binsqty 6

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Presentation clickersqty 2
Extension cordsqty 8
Power stripsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving tongsqty 6
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4

Decorations

Name badgesqty 120
Program leafletsqty 140
Wayfinding signsqty 12
Tableclothsqty 12
Sticky tackqty 4
Markersqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the schedule and room layout before sending invitations. Allow enough space for a registration desk, information tables, presentation seating and clear routes between them.
Open registration as soon as the speakers and programme are confirmed. Review registrations at least twice: once to follow up with non-responders and again to record dietary requirements and print the attendance list.
Collect presentation files no later than 48 hours before the evening. Test every file on the event laptop and projector, including videos, fonts and presentation clickers, rather than relying on the speakers’ own devices.
Prepare name badges, programme leaflets and wayfinding signs the day before. Put the attendance list at the registration desk and place signs at every decision point where a first-time visitor might hesitate.
Set up refreshments before the first guest arrives. Use separate areas for coffee, tea, water and food, and check that cups, glasses, plates, teaspoons, serving utensils, thermos flasks and waste bins are in place.

Frequently asked questions

How early should I start organising an information evening?: Start at least 6 to 8 weeks beforehand. Use the first two weeks to confirm the rooms, schedule and speakers, then allow several weeks for invitations, registrations and follow-up.
When should I send invitations for an information evening?: Send the first invitation about 4 weeks before the event. Review registrations after 10 to 14 days and send a reminder to people who have not responded.
When should speakers send their presentations?: Set a deadline of 48 hours before the information evening. This gives you time to test the files, check the projector and resolve missing fonts, videos or equipment problems.
How much food and drink do I need for an information evening?: Plan around 2 to 3 drinks per person for the first hour, plus water throughout the evening. For a short reception, allow 2 to 3 small sandwiches or snacks per person and add options based on the dietary requirements collected during registration.

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.