How to organise an information evening

Start by fixing the venue, programme and speakers before you invite anyone. Once the date and content are confirmed, send invitations with a clear registration deadline and collect dietary requirements at the same time. In the final week, gather presentations, print programmes and name badges, and check every item needed for catering and AV. On the day, set up the reception and catering tables before testing the projector, laptop and cables.

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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
Compile program
2 people
3
Confirm speakers
4
Draft invitations
5
Send invitations
6
Register sign-ups
7
Process registrations
8
Collect dietary requirements
9
Order catering
10
Collect presentations
11
Test the equipment
2 people
12
Check materials
2 people
13
Do the shopping
2 people
14
Make name badges
2 people
15
Print programs
16
Set up presentations
17
Prepare snacks
3 people
18
Open venue
2 people
19
Set up tables
3 people
20
Set out chairs
3 people
21
Set up the reception table
2 people
22
Set up the catering table
2 people
23
Hang decorations
2 people
24
Set up the presentation equipment
2 people
25
Chill drinks
2 people
26
Set out coffee and tea
2 people
27
Place route signs
28
Prepare attendance list

Event

29
Welcome speakers
30
Register visitors
2 people
31
Serve coffee and tea
2 people
32
Support the information program
33
Refill drinks
2 people
34
Serve snacks
2 people
35
Answer visitors' questions
3 people
36
Record follow-up sign-ups
37
Wave goodbye to visitors
2 people

Aftercare

38
Switch off equipment
2 people
39
Pack leftovers safely
2 people
40
Wash dishes
3 people
41
Collect waste
2 people
42
Clean the room
3 people
43
Put furniture back
3 people
44
Pack up materials
2 people
45
Return borrowed items
46
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Reception desk
Catering tableqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Soup ladlesqty 4
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 4

Lighting

Table lampsqty 4

Decorations

Name card holdersqty 70
Information boardsqty 6
Pennant garlandsqty 4
Flower arrangementsqty 4

Office

Clipboardsqty 4
Pensqty 30
Markersqty 12
Tapeqty 3
Scissorsqty 3
Presentation foldersqty 10

Cleaning

Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Book the venue before confirming the date publicly, and check that it has enough tables, chairs, power outlets and space for a reception desk.
Set the registration deadline at least 5–7 days before the evening so you can process sign-ups, collect dietary requirements and order the right amount of catering.
Ask speakers for their presentations no later than 2–3 days beforehand. Load the files onto the laptop and test the projector, screen, HDMI cables and extension cords before guests arrive.
Prepare name badges, printed programmes, clipboards, pens and information boards in advance. Keep them at the reception table so registration does not block the entrance.
Open the venue at least 90 minutes before the start. Set out chairs, arrange the presentation equipment, chill drinks and check coffee machines, kettles, cups, glasses, plates and cutlery before the first guest arrives.

Frequently asked questions

How far in advance should I plan an information evening?: Start planning at least 4–6 weeks ahead. That gives you time to reserve the venue, confirm speakers, send invitations, process registrations and order catering.
When should invitations for an information evening be sent?: Send them around 3 weeks before the event, with a registration deadline 5–7 days before it. This leaves time to confirm numbers, dietary requirements and printed materials.
How early should I arrive to set up an information evening?: Allow at least 90 minutes for setup. You will need time to arrange tables and chairs, prepare reception and catering areas, set up presentations and test the equipment.
When should presentations be collected from speakers?: Collect all presentations 2–3 days before the event. Test the files on the event laptop and projector then, rather than discovering connection or formatting problems during the evening.

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.