How to organise an introduction evening

An introduction evening works best when guests can register quickly, find their way around and meet people without waiting for instructions. Start with the venue and programme, then manage registrations and dietary requirements before preparing the room. On the day, set up the welcome desk, seating, refreshments and directional signs in that order. Allow time for sound checks, name badges and last-minute changes, because these are the details most often left until guests are arriving.

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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
Develop the program
2 people
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Brief hosts
2 people
8
Do the shopping
2 people
9
Collect materials
2 people
10
Prepare name badges
2 people
11
Print name badges
12
Create a music playlist
13
Charge equipment
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Set out coffee and tea
2 people
17
Set up tables
3 people
18
Set up chairs
3 people
19
Set up registration desk
2 people
20
Hang decorations
2 people
21
Put up directional signs
22
Test sound equipment
2 people

Event

23
Staff the welcome desk
2 people
24
Register guests
2 people
25
Hand out name badges
2 people
26
Explain the program
27
Facilitate icebreaker activity
3 people
28
Serve snacks
3 people
29
Refill drinks
2 people
30
Mark non-diet snacks
31
Present the association
2 people
32
Answer guest questions
2 people
33
Restock the buffet
2 people
34
Clear tables in between
2 people
35
Give farewell and follow-up information
2 people

Aftercare

36
Pack leftover food
2 people
37
Switch off equipment
2 people
38
Remove decorations
3 people
39
Put furniture back
4 people
40
Wash dishes
3 people
41
Collect waste
2 people
42
Clean rooms
3 people
43
Hand over keys and venue
44
Return borrowed materials
2 people
45
Archive attendance list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Clothes racksqty 2
Registration desk

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Serving utensilsqty 10

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Buntingqty 8
Balloonsqty 60
Tableclothsqty 8
Vasesqty 6
Flower arrangementsqty 6

Lighting

Atmosphere lightsqty 6

Office supplies

Name badgesqty 80
Pensqty 20
A4 printing paperqty 100
Tapeqty 4
Directional signsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the programme before sending invitations, including the arrival time, welcome, introductions and any breaks. Keep the registration desk open for at least 20 minutes before the first scheduled activity.
Close registrations early enough to confirm attendance and dietary requirements. Use the final list to print name badges and prepare seating or group information at least one day before the event.
Prepare the welcome area as a separate station with the registration list, pens and name badges. Assign one person to greet and register guests while another person can answer questions or direct late arrivals.
Finish room setup before refreshments are placed out. Arrange tables and chairs first, then set up coffee, tea, chilled drinks and snacks so food is not left unattended during the busiest setup period.
Test the microphone and portable speakers at least 60 minutes before guests arrive. Check extension cords, power strips and volume from the back of the room, then keep directional signs visible from the entrance.

Frequently asked questions

How long should an introduction evening last?: Allow around 2 to 3 hours, including arrival, introductions and informal conversation. Keep the formal welcome to about 15 minutes so guests have enough time to meet one another.
When should invitations for an introduction evening be sent?: Send invitations 3 to 4 weeks before the event and set the registration deadline about 7 days before it. That gives you time to confirm attendance, collect dietary requirements and prepare name badges.
How early should I arrive to set up an introduction evening?: Plan to arrive 2 to 3 hours before guests arrive. Use the first hour for tables, chairs and the registration desk, the second for refreshments and decorations, and the final 60 minutes for equipment and signage checks.
How many drinks and snacks do I need for an introduction evening?: For the first hour, plan on 2 to 3 drinks per person, then about 1 drink per person for each additional hour. Provide 3 to 5 small snack portions per guest, with separate options for the dietary requirements you collected.

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