How to organise an Innovation Day that runs smoothly

An Innovation Day needs more than a confirmed programme and a room. You are coordinating speakers, workshop leaders, registrations, dietary requirements, presentations, catering and several types of equipment at the same time. Start with the date, format and rooms, then work backwards from the event day. The biggest problems usually appear when presentations, workshop materials, parking information or technical checks are left until the final week.

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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
Confirm date and program
2 people
2
Reserve the venue and rooms
3
Approach speakers
2 people
4
Confirm workshop leaders
2 people
5
Draft invitations
2 people
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Send parking information
10
Finalize the program
2 people
11
Order catering
12
Reserve equipment
13
Order workshop materials
14
Collect presentations
15
Prepare name badges
2 people
16
Check participant list
17
Make route signs
18
Distribute materials per workshop
2 people
19
Send speaker information
20
Do the shopping
2 people
21
Chill drinks
2 people
22
Prepare catering
3 people
23
Test the equipment
2 people
24
Fill participant folders
3 people
25
Set up tables and chairs
4 people
26
Set up registration desk
2 people
27
Set up the stage and presentation area
3 people
28
Connect the projector and screen
2 people
29
Test microphones
2 people
30
Set up workshop tables
3 people
31
Prepare registration materials
2 people
32
Set up the buffet and coffee table
3 people
33
Sort name tags
2 people
34
Hang up route signs
2 people
35
Conduct a safety check
2 people

Event

36
Welcome speakers
2 people
37
Register visitors
3 people
38
Serve coffee and tea
2 people
39
Guide the opening
2 people
40
Support presentations
2 people
41
Collect questions from the audience
42
Refill drinks
2 people
43
Serve snacks
3 people
44
Lead the break
2 people
45
Announce the workshops
46
Lead the workshops
6 people
47
Replenish workshop materials
2 people
48
Set up the networking drinks reception
3 people
49
Set up the dinner buffet
4 people
50
Open the dinner buffet
2 people
51
Refill buffet
3 people
52
Collect tableware
2 people
53
Support the evening program
2 people
54
Facilitate networking conversations
2 people
55
Announce the final round
56
See visitors out
2 people

Aftercare

57
Switch off the equipment
2 people
58
Collect materials
3 people
59
Sort waste
2 people
60
Wash dishes
3 people
61
Clean the venue
4 people
62
Clear tables and chairs
4 people
63
Remove decorations
2 people
64
Return borrowed items
2 people
65
Clear away leftover catering
2 people
66
Archive presentations
67
Send thank-you message
68
Share photos and materials

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
High tablesqty 8
Registration desk
Coat racksqty 3

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickersqty 3
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 3
Wi-Fi router
Coolersqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 16

Decorations

Name badgesqty 100
Badge holdersqty 100
Tableclothsqty 12
Directional signsqty 12
Program postersqty 8
Flower arrangementsqty 8
Buntingqty 6

Workshop materials

Flipchart padsqty 8
Markersqty 48
Sticky notesqty 24
Notebooksqty 90
Ballpoint pensqty 100
Voting stickersqty 500
Canvas sheetsqty 100
Ropeqty 4
Scissor setsqty 12
Rolls of tapeqty 12
Poster puttyqty 8

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Floor squeegeesqty 2
Vacuum cleanersqty 2

Catering

Groceries

Tips

Set the date and programme before contacting speakers or workshop leaders. Allow at least 8–10 weeks for confirmations, invitations and registrations, especially if the day includes several parallel workshops.
Close registration 7–10 days before the event, then use the final list to check dietary requirements, name badges, parking information and participant folders. Late changes are much easier to handle before catering is ordered.
Collect every presentation at least 48 hours in advance and test the projector, screen, laptops, microphones, clickers, Wi-Fi and power supplies in the actual rooms. A presentation that works on a speaker’s laptop may still fail on your setup.
Prepare workshop materials in separate sets and distribute them to the correct rooms the day before. This avoids a rushed morning where leaders are searching for supplies while participants are arriving.
Plan the room setup and refreshments as two separate jobs. Set tables, chairs, high tables, the registration desk and coat racks before doors open, then chill drinks and prepare coffee, water and catering close to serving time.

Frequently asked questions

How far in advance should I organise an Innovation Day?: Start 8–10 weeks before the event. Use the first two weeks to confirm the date, programme, venue, rooms, speakers and workshop leaders, leaving the final week for participant details and technical checks.
When should I send Innovation Day invitations?: Send invitations 6–8 weeks before the event, once the date, venue and main programme are reliable. Close registrations around 7–10 days beforehand so you can confirm catering, dietary requirements and name badges.
When should presentations be collected for an Innovation Day?: Ask speakers to send their presentations at least 48 hours before the event. Store the files together and test them with the projector, screen, laptops and presentation clickers before the first session.
How do I prepare workshops for Innovation Day?: Prepare one clearly labelled material set for each workshop and place it in the correct room the day before. Check the participant numbers and leader requirements 24 hours in advance, rather than assembling materials 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.