How to organise an International Women’s Day celebration

Start by fixing the date, venue and purpose of the celebration before inviting anyone. Build the programme around speakers, performers and realistic timings, then confirm practical details such as registrations, dietary requirements, permits and equipment. The final week is about turning decisions into a run sheet, assigning volunteers and checking what the venue actually provides. On the day, allow time to open the venue, set up the reception area, test microphones and projection, and prepare food and name badges before guests arrive.

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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 location
2 people
2
Compile program
3 people
3
Contact speakers and performers
2 people
4
Make reservations
5
Check permits
6
Draft invitations
2 people
7
Send invitations
2 people
8
Post promotion on social media
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect speaker information
12
Develop the run sheet
2 people
13
Assign volunteers
2 people
14
Order catering
15
Test the equipment
2 people
16
Print the visitor list
17
Prepare name badges
2 people
18
Do the shopping
3 people
19
Prepare snacks
4 people
20
Bring materials to the venue
3 people
21
Open venue
2 people
22
Set up tables
3 people
23
Set up chairs
3 people
24
Set up the reception desk
2 people
25
Clear the stage area
2 people
26
Hang up decorations
3 people
27
Set up the photo wall
2 people
28
Connect lights and cables
2 people
29
Test music playback
2 people
30
Test microphones
2 people
31
Lay out presentation materials
32
Chill drinks
2 people
33
Set up coffee station
2 people
34
Set up the buffet
3 people
35
Display snacks
3 people
36
Check toilets
37
Briefing for reception team
4 people

Event

38
Open the doors
2 people
39
Register visitors
3 people
40
Hand out name badges
2 people
41
Serve welcome drinks
3 people
42
Give the opening speech
43
Guide speakers
2 people
44
Announce the program
45
Moderate the panel discussion
2 people
46
Serve snacks
4 people
47
Refill drinks
2 people
48
Refill coffee and tea
2 people
49
Collect tableware
2 people
50
Support the workshop space
2 people
51
Coordinate the music performance
2 people
52
Open the buffet
3 people
53
Restock the buffet
3 people
54
Mark dietary options
55
Clear tables
3 people
56
Guide the final program item
2 people
57
Deliver the closing remarks
58
Wave goodbye to visitors
3 people

Aftercare

59
Switch off equipment
2 people
60
Pack leftovers safely
2 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the venue
4 people
64
Put furniture back
3 people
65
Remove decorations
3 people
66
Load materials
3 people
67
Return borrowed items
2 people
68
Store leftover groceries
2 people
69
Register lost and found items
70
Send thank-you message
71
Archive photos securely

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 120
Buffet tablesqty 4
Reception desk
High tablesqty 8
Tableclothsqty 14
Lectern
Speaker chairsqty 6

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 140
Wine glassesqty 120
Coffee spoonsqty 100
Tablespoonsqty 120
Forksqty 120
Knivesqty 120
Serving utensilsqty 16

Equipment

Bluetooth speakerqty 2
Wireless microphonesqty 3
Microphone standqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
HDMI cableqty 2
Projector
Projector screen

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's cutleryqty 4
Serving plattersqty 12
Serving trays with lidsqty 8
Thermos flasksqty 6
Ice cube traysqty 4

Decorations

Buntingqty 6
Paper fansqty 20
Table decorationsqty 12
Photo backdrop
Flower vasesqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
Cable matsqty 8

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue, permits and reservations before sending invitations. Check whether tables, chairs, a lectern, microphones, projection equipment and catering facilities are included or need to be arranged separately.
Build the programme with buffer time rather than filling every minute. Allow at least 10–15 minutes between major sessions for transitions, questions and late arrivals, and collect speaker information early enough to prepare introductions.
Close registrations with enough time to order catering and print the visitor list. Use the registration data to record dietary requirements, prepare name badges and estimate seating, plates, cups and glasses.
Write the run sheet with one named volunteer responsible for each handover. Include arrival times for speakers and performers, equipment checks, reception cover, catering setup and the moment the venue must be cleared.
Test the laptop, HDMI connection, projector, screen, Bluetooth speaker and wireless microphones at the venue before guests arrive. Pack extension cords and power strips, and keep a backup copy of presentations on a second device.

Frequently asked questions

How early should I start organising an International Women’s Day event?: Start at least 8–12 weeks ahead if you need external speakers, performers, catering or a permit. This gives you time to confirm the venue, send invitations, process registrations and resolve equipment or dietary issues.
When should I send invitations for an International Women’s Day celebration?: Send the main invitation about 4–6 weeks before the event, with a clear registration deadline. Send a reminder 7–10 days beforehand, after the programme, visitor list and catering numbers are more reliable.
How much food and drink should I order?: Base the catering order on confirmed registrations plus a small reserve, usually 5–10% extra. Collect dietary requirements before placing the order, and check that you have enough coffee cups, water glasses, plates and serving utensils for each service.
How much setup time is needed on the event day?: Allow at least 2–3 hours before doors open for tables, chairs, the reception desk, stage clearance, catering and equipment testing. Add more time if the venue team is not providing setup support or if the programme uses projection and several microphones.

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.