How to organise an integration meeting

An integration meeting works best when you treat it as both a structured programme and a welcoming first contact. Start by fixing the venue, date and registration process, then build the agenda around confirmed speakers and activities. Dietary requirements, room layout and equipment need decisions before invitations go out, not during the final week. Use the attendee list to plan catering, name badges, seating and arrival information, then reserve time for a full setup and technology check.

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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
Draft invitations
2 people
3
Send invitations
2 people
4
Process registrations
2 people
5
Confirm registrations
2 people
6
Collect dietary requirements
2 people
7
Compile program
2 people
8
Confirm speakers
9
Select activities
2 people
10
Order catering
2 people
11
Reserve equipment
12
Assign volunteers
2 people
13
Create floor plan
14
Design welcome sign
15
Prepare name badges
2 people
16
Print programs
2 people
17
Send route information
18
Create the attendance list
19
Prepare diet labels
2 people
20
Do the shopping
3 people
21
Set up non-perishable supplies
2 people
22
Check fresh produce
2 people
23
Prepare snacks
4 people
24
Chill drinks
2 people
25
Charge equipment
26
Collect materials
2 people
27
Check the weather forecast

Event

28
Open venue
2 people
29
Check rooms
2 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Set up registration desk
2 people
33
Set up buffet tables
3 people
34
Set out tableware
2 people
35
Set out drinks
2 people
36
Hang decorations
3 people
37
Connect the sound system
2 people
38
Test presentation
39
Sort name tags
2 people
40
Bring food up to temperature
3 people
41
Brief reception team
2 people
42
Welcome guests
4 people
43
Register attendance
3 people
44
Serve welcome drinks
3 people
45
Guide the opening
2 people
46
Facilitate icebreaker activity
4 people
47
Serve coffee and tea
3 people
48
Refill drinks
2 people
49
Lead discussion rounds
4 people
50
Serve snacks
3 people
51
Set up the buffet
2 people
52
Serve the buffet
5 people
53
Restock the buffet
3 people
54
Collect used dishes
3 people
55
Lead the cultural activity
4 people
56
Serve dessert
3 people
57
Lead the closing
2 people
58
See off guests
3 people
59
Remove waste regularly
2 people

Aftercare

60
Wash dishes
3 people
61
Clear buffet
3 people
62
Switch off equipment
2 people
63
Put furniture back
4 people
64
Clean the venue
4 people
65
Take out the trash
2 people
66
Pack up materials
2 people
67
Return borrowed items
2 people
68
Distribute leftover food
2 people
69
Check the crockery
2 people
70
Remove decorations
2 people
71
Return venue keys

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Buffet tablesqty 4
Registration desk
High tablesqty 6
Clothes racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 30
Drinking glassesqty 100
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8
Mugsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Measuring cupsqty 2
Oven glovesqty 4
Food warmersqty 6
Ice cube traysqty 4

Equipment

Portable speaker
Wireless microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Laptop
Presentation remote

Decorations

Tableclothsqty 10
String lightsqty 6
Buntingqty 6
Flower arrangementsqty 8
Welcome sign
Table signsqty 12
Name badgesqty 70
Pensqty 30
Tapeqty 4
Scissorsqty 4
Poster puttyqty 4

Cleaning

Waste binsqty 6
Washing-up basinsqty 6
Spongesqty 8
Trash binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the meeting. Use the final attendee list to confirm dietary requirements, print name badges and prepare food labels rather than relying on last-minute replies.
Confirm speakers and the programme before sending invitations. Include arrival times, the meeting address and route information so attendees do not need to ask for basic details on the day.
Create the floor plan before arranging tables and chairs. Allow clear space for the registration desk, buffet, presentation area and clothes racks, and check that the layout works for the expected group size.
Reserve presentation equipment early and test it at the venue at least 2 hours before guests arrive. Charge the portable speaker, check the wireless microphone and run the projector with the actual presentation file.
Buy shelf-stable supplies first, then check fresh produce and chill drinks on the day before or morning of the meeting. Keep coffee, hot water and serving equipment together so breaks do not depend on a rushed kitchen setup.

Frequently asked questions

How far in advance should I plan an integration meeting?: Begin venue and speaker planning 4 to 6 weeks ahead. Send invitations once the date, location and basic programme are confirmed, and close registrations about 7 days before the meeting.
When should I collect dietary requirements for an integration meeting?: Ask for dietary requirements in the invitation and confirm them when registrations close. Give the caterer the final numbers and requirements at least 3 to 5 days before the event.
How early should I set up an integration meeting venue?: Allow at least 2 hours for tables, chairs, the registration desk, signs, catering and equipment. Add another 30 minutes if the room layout or presentation technology is unfamiliar.
How many name badges and programmes should I print?: Print one name badge and one programme for every confirmed attendee, plus 5 to 10% spare copies. For 40 attendees, prepare 42 to 44 of each so late corrections do not cause a shortage.

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.