How to organise an integration meeting
An integration meeting needs more preparation than simply booking a room and sending invitations. Start with a clear date, programme and room layout, then use registration to identify dietary requirements and language needs early. The final week is about turning information into practical details: participant lists, name badges, discussion cards, catering and access arrangements. On the day, allow time to ventilate the hall, test presentation equipment and set up a welcoming reception point before participants arrive.
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
Confirm the venue and room layout
2 people
- 3
Draft invitations
2 people
- 4
Send invitations
2 people
- 5
Open the registration form
- 6
Process registrations
2 people
- 7
Collect dietary requirements
2 people
- 8
Assess language needs
2 people
- 9
Send reminder to participants
- 10
Create final participant list
2 people
- 11
Prepare name badges
2 people
- 12
Prepare discussion cards
2 people
- 13
Brief table hosts
2 people
- 14
Print the schedule and route
- 15
Check catering order
2 people
- 16
Do the shopping
3 people
- 17
Check fresh produce
2 people
- 18
Sort non-perishable groceries
2 people
- 19
Keep chilled products cool
2 people
- 20
Wash fruits and vegetables
2 people
- 21
Prepare snacks
4 people
- 22
Print the run sheet and contact list
- 23
Arrange keys and access
- 24
Open venue
2 people
- 25
Ventilate the hall
2 people
- 26
Set up tables
4 people
- 27
Set up chairs
4 people
- 28
Set up the reception table
2 people
- 29
Lay out name badges
2 people
- 30
Mark the meeting rooms
2 people
- 31
Set up buffet tables
3 people
- 32
Chill drinks
2 people
- 33
Set up the coffee and tea station
2 people
- 34
Arrange snacks on platters
3 people
- 35
Place food labels
2 people
- 36
Test presentation materials
2 people
- 37
Check toilets
- 38
Brief volunteers
3 people
Event
- 39
Receive participants
4 people
- 40
Hand out name badges
2 people
- 41
Serve coffee and tea
3 people
- 42
Deliver the welcome speech
- 43
Explain the program
- 44
Lead the introduction round
3 people
- 45
Facilitate discussion tables
8 people
- 46
Refill drinks
2 people
- 47
Refill snacks
2 people
- 48
Announce break
- 49
Set up the buffet
2 people
- 50
Serve the buffet
5 people
- 51
Serve diet meals
2 people
- 52
Clear tables
4 people
- 53
Refill coffee and tea
2 people
- 54
Coordinate cultural contributions
2 people
- 55
Host the information fair
4 people
- 56
Collect follow-up appointments
2 people
- 57
Give thanks
- 58
See participants off
4 people
Aftercare
- 59
Chill leftover food
3 people
- 60
Sort waste
3 people
- 61
Collect tableware
4 people
- 62
Wash dishes
4 people
- 63
Clean the buffet
3 people
- 64
Clear tables and chairs
4 people
- 65
Clean the room
3 people
- 66
Switch off equipment
2 people
- 67
Lock up the venue
2 people
- 68
Return rental items
2 people
- 69
Thank participants
- 70
Process contact details
2 people
- 71
Handle lost and found
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 10
- Chairsqty 90
- Buffet tablesqty 4
- Reception desk
- High tablesqty 4
- Coat racksqty 2
- Tablecloth setsqty 10
Tableware
- Dinner platesqty 100
- Dessert platesqty 100
- Bowlsqty 90
- Drinking glassesqty 120
- Coffee cupsqty 90
- Cutlery setsqty 100
- Serving spoonsqty 16
- Serving plattersqty 20
Decorations
- Name badgesqty 100
- Name card holdersqty 20
- Table numbersqty 10
- Flagsqty 6
- Flower arrangementsqty 10
- Information boardsqty 8
- Poster puttyqty 4
Equipment
- Laptop
- Projector
- Projection screen
- HDMI cableqty 2
- Microphoneqty 2
- Portable speakerqty 2
- Extension cordqty 4
- Power stripqty 4
Kitchen
- Food warmersqty 6
- Coffee machinesqty 3
- Kettlesqty 3
- Thermos flasksqty 8
- Cutting boardsqty 6
- Chef's knifeqty 6
- Measuring cupsqty 4
- Coolersqty 4
Lighting
- LED lightsqty 6
- Mood lightingqty 4
- Battery lampsqty 6
Cleaning
- Waste binsqty 6
- Vacuum cleaner
- Mop setqty 2
- Cleaning bucketqty 2
- Hand soap dispensersqty 4
Catering
- Groceries
Tips
- Set the programme before opening registration. Include the start and finish time, discussion format and any route between rooms so invitations answer the questions participants are most likely to have.
- Keep registration open long enough to collect useful information, then set a clear deadline for dietary requirements and language needs. Use the final participant list to prepare name badges and brief table hosts.
- Plan the room around the conversations, not just the number of chairs. Mark tables with table numbers, place discussion cards where they will be used and leave clear space for the reception desk, buffet tables and coat racks.
- Check the catering order several days before the meeting, then separate non-perishable groceries from fresh produce. Keep chilled products cool until needed, and wash fruit and vegetables before preparing snacks.
- Treat access and technology as separate checks. Arrange keys in advance, bring the printed run sheet and contact list, and test the laptop, projector, HDMI cable, microphone, speaker, extension cord and power strip before participants arrive.
Frequently asked questions
- How far in advance should I send invitations for an integration meeting?
- Send invitations at least three to four weeks before the meeting. Keep registration open for about two weeks, leaving enough time to process responses, collect dietary and language requirements, and send a reminder.
- When should I finalise the participant list?
- Finalise the list three to five days before the meeting. That gives you time to print name badges, adjust catering quantities and brief table hosts without relying on last-minute changes.
- How much time do I need to set up an integration meeting venue?
- Allow at least two hours for setup, including room layout, signage, catering and technology checks. Open the venue early enough to ventilate the hall and resolve access or equipment problems before guests arrive.
- What should I prepare for multilingual participants?
- Ask about language needs during registration, not on the meeting day. Review the responses at least one week beforehand so you can adjust discussion cards, table hosting and any printed schedule or route information.
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