How to organise an information evening

Start by fixing the date, programme and rooms before inviting anyone. Then build the evening around registration numbers: they determine room capacity, seating, catering and printed materials. Confirm presenters early, collect their presentations and test every laptop, projector, screen, speaker and microphone before visitors arrive. Clear directions, parking details, name badges and a simple check-in process prevent delays at the door. Use the plan below to keep preparation in the right order.

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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
Set the date and program
2 people
2
Reserve rooms and halls
3
Schedule information sessions
2 people
4
Confirm presenters
2 people
5
Gather visitor information
3 people
6
Draft invitations
2 people
7
Send invitations
2 people
8
Open the registration form
9
Post promotion on the website
10
Post promotion on social media
11
Process registrations
2 people
12
Collect dietary requirements
13
Answer visitors' questions
2 people
14
Publish parking information
15
Map out the route to the rooms
2 people
16
Collect presentations
2 people
17
Technically test presentations
2 people
18
Set up info tables
2 people
19
Order catering quantities
20
Check the drinks and tableware stock
2 people
21
Prepare name badges
2 people
22
Print attendance lists
23
Print programs
2 people
24
Print information leaflets
3 people
25
Do the shopping
2 people
26
Set up non-perishable supplies
2 people
27
Check fresh produce
2 people
28
Prepare catering
3 people
29
Print the schedule and map
30
Check keys and access
2 people
31
Open venue
2 people
32
Set up the entrance and reception desk
3 people
33
Set up tables and chairs
4 people
34
Set up information tables
4 people
35
Set up presentation rooms
3 people
36
Hang up signage
2 people
37
Hang decorations
2 people
38
Connect the technical equipment
2 people
39
Test microphones and speakers
2 people
40
Set up presentations
2 people
41
Prepare coffee and tea
3 people
42
Arrange snacks on platters
3 people
43
Chill drinks
2 people
44
Brief reception team
3 people
45
Welcome presenters
2 people

Event

46
Open the doors
3 people
47
Register visitors
4 people
48
Welcome visitors
3 people
49
Hand out programs
2 people
50
Serve coffee and tea
3 people
51
Serve snacks
3 people
52
Staff information tables
8 people
53
Give the opening speech
54
Give an information presentation
2 people
55
Moderate the Q&A
2 people
56
Guide tours
4 people
57
Refill drinks
2 people
58
Refill snacks
2 people
59
Check dietary requirements
2 people
60
Direct visitors to classrooms
3 people
61
Check toilets periodically
62
Remove waste regularly
2 people
63
Answer final questions
4 people
64
See visitors out
3 people

Aftercare

65
Switch off the equipment
2 people
66
Take down information tables
4 people
67
Clear tables and chairs
4 people
68
Collect tableware
3 people
69
Wash dishes
3 people
70
Pack leftover catering
2 people
71
Collect waste
3 people
72
Clean the rooms
4 people
73
Clean the restrooms
2 people
74
Remove signage
2 people
75
Remove decorations
2 people
76
Put materials back
3 people
77
Check windows and doors
2 people
78
Lock up the venue
2 people
79
Archive photos and files
80
Send thank-you message
81
Return borrowed materials
2 people
82
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Tableclothsqty 12
Waste binsqty 10

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Knivesqty 120
Forksqty 120
Teaspoonsqty 120
Serving plattersqty 20
Pouring jugsqty 8
Thermos flasksqty 8
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coolersqty 4
Insulated carafesqty 4

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
Speakersqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 5
USB sticksqty 4
Presentation clickersqty 3
Laptop chargersqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Flower arrangementsqty 6
Candle holdersqty 10
LED candlesqty 20
Welcome sign
Information boardsqty 12
Directional signsqty 12
Table signsqty 12
Adhesive stripsqty 4
Cable tiesqty 2

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Paper towelsqty 6
Hand sanitizerqty 8
Toilet brushesqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 4

Paper goods

Name badgesqty 150
Program flyersqty 150
Information leafletsqty 300
Sign-up listsqty 10
Pensqty 30
Pencilsqty 20
Notepadsqty 20
Sticky notesqty 10
Markersqty 20
A4 paperqty 5
Clipboardsqty 10
Envelopesqty 100
Badge holdersqty 150
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Cardboardqty 20

Safety

Flashlightsqty 4
High-visibility vestsqty 8
Non-slip matsqty 6
Cable traysqty 12

Tips

Set the programme before opening registration. Allow a few minutes between information sessions for questions, room changes and late arrivals, rather than running presentations back to back.
Close or review registration numbers at least 3–5 days before the evening. Use the final count to order catering, prepare dietary options and print attendance lists, programmes and leaflets.
Test each presentation on the actual laptop and projector at least 60 minutes before doors open. Check slides, sound, wireless microphones, extension cords and the position of the projection screen.
Prepare the entrance before visitors arrive: place the attendance list, name badges, programmes and route information together. Set up coat racks and at least one clear queue area so registration does not block the room entrance.
Set up refreshments after the room layout is fixed. Check cups, glasses, plates, cutlery, serving equipment, thermos flasks and coolers against the expected attendance, then keep drinks and waste bins easy to reach without disturbing presentations.

Frequently asked questions

How far in advance should I plan an information evening?: Start at least 6–8 weeks ahead if rooms, presenters and invitations are involved. Confirm the date, programme and rooms first, then open registration and promote the event.
When should I send invitations for an information evening?: Send the main invitation 3–4 weeks before the event, with a clear registration deadline. Send a reminder 5–7 days beforehand once you can confirm parking, room routes and the programme.
How many chairs and refreshments do I need for an information evening?: Use the final registration count as your baseline and add around 5–10% spare chairs. Order food and drinks for the confirmed number plus a small buffer, while separately accounting for dietary requirements.
When should I test the presentation equipment?: Run a full technical test on the event day at least 60 minutes before visitors arrive. Test every presentation, laptop, projector, screen, speaker, wireless microphone and extension cord in the rooms where they will be used.

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.