How to organise an introduction meeting without last-minute problems

Start by fixing the venue, audience and running order before you send an invitation. For an introduction meeting, the registration list affects nearly everything: name badges, dietary information, seating, refreshments and presentation equipment. Work backwards from the meeting date, leaving time to confirm suppliers and collect presentations. On the day, set up the welcome desk, room layout and technology before guests arrive, then keep coffee, drinks and snacks easy to reach without blocking the programme.

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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
Finalize the program
2 people
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Reserve materials
8
Confirm suppliers
9
Update participant list
10
Prepare name badges
2 people
11
Create the room layout
2 people
12
Collect presentations
13
Test the equipment
2 people
14
Send reminder
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Set out tableware
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up the reception table
2 people
22
Lay out name badges
23
Hang decorations
2 people
24
Set up the buffet
3 people
25
Make coffee and tea
2 people
26
Set up lights and music
2 people
27
Check the space and toilets
2 people

Event

28
Welcome guests
3 people
29
Hand out name badges
2 people
30
Serve welcome drinks
2 people
31
Lead the introduction round
2 people
32
Serve snacks
2 people
33
Refill drinks
2 people
34
Restock the buffet
2 people
35
Collect tableware
2 people
36
Remove waste periodically
37
See guests off
2 people

Aftercare

38
Pack leftovers safely
2 people
39
Dismantle furniture
3 people
40
Wash dishes
3 people
41
Clean the room
3 people
42
Remove decorations
2 people
43
Switch off the equipment
2 people
44
Return borrowed equipment
2 people
45
Process lost and found items
46
Send follow-up to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Coat racksqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Decorations

Name badgesqty 60
Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Welcome sign

Equipment

Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3

Lighting

Atmosphere lightsqty 6
String lightsqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the deadline for registrations at least 7 days before the meeting. Use the final list to prepare name badges, check dietary requirements and adjust the number of chairs, glasses and refreshments.
Confirm the programme and collect every presentation no later than 3 days beforehand. Open the files on the laptop and test the projector, screen, speaker and extension cords before the room is arranged.
Plan the room around the first interaction, not just the presentation. Put the reception desk and welcome sign where guests enter, leave coats and bags space nearby, and place name badges where they can be found quickly.
Buy or collect food and drinks 1 day before the meeting where possible. Chill drinks several hours ahead, and prepare coffee and tea equipment early enough to serve the first guests without interrupting registration.
Allow at least 90 minutes for on-site setup. Arrange tables and chairs first, then the reception table, buffet, tableware and decorations; finish with a short equipment test and a check of waste bins and cleaning cloths.

Frequently asked questions

How far in advance should I send invitations for an introduction meeting?: Send the invitations 3 to 4 weeks before the meeting, especially if people need to reserve time in their calendars. Set a registration deadline about 7 days before the event so you still have time to order supplies and prepare badges.
When should I finalise the guest list for an introduction meeting?: Close registrations 7 days before the meeting and update the participant list immediately afterwards. Keep one final version for name badges, seating, dietary requirements and catering quantities.
How early should I test the projector and presentations?: Collect presentations at least 3 days before the meeting and test them on the actual laptop and projector. Repeat a quick equipment check 60 to 90 minutes before guests arrive, after the tables and chairs are in place.
How much setup time do I need for an introduction meeting?: Allow at least 90 minutes for a standard introduction meeting with a reception table, seating, buffet, decorations and presentation equipment. Add another 30 minutes if the room layout or technology is unfamiliar.

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.