How to organise an introductory day

An introductory day runs smoothly when the programme, registrations and practical setup are handled in the right order. Start by fixing the date and schedule, then build the participant list and confirm the people leading each workshop or activity. Use registrations to plan food, drinks, seating and name badges rather than guessing at the last minute. On the day itself, leave enough time to check the rooms, test the projector and microphone, and set up the reception desk before participants 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
Set the date and program
2 people
2
Create participant list
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Share the program with participants
7
Confirm workshop leaders
2 people
8
Choose activities and games
3 people
9
Calculate food and drink quantities
2 people
10
Place catering order
2 people
11
Take inventory of supplies
2 people
12
Make reservations
13
Create the room layout
2 people
14
Print the run sheet
15
Share team contact details
16
Check participant list
2 people
17
Share dietary requirements with catering
18
Do the shopping
3 people
19
Collect materials
3 people
20
Share route and parking
21
Open venue
2 people
22
Check rooms
2 people
23
Set up tables and chairs
4 people
24
Set up the reception desk
2 people
25
Lay out name badges
2 people
26
Hang up the program
27
Hang decorations
3 people
28
Connect sound equipment
2 people
29
Test presentation
2 people
30
Chill drinks
2 people
31
Set up the coffee and tea station
2 people
32
Prepare snacks
4 people
33
Set up the dinner buffet
4 people
34
Check safety and escape routes
2 people
35
Hold team briefing
6 people

Event

36
Set up the reception team
3 people
37
Register participants
3 people
38
Hand out name badges
2 people
39
Serve welcome drinks
3 people
40
Deliver welcome presentation
2 people
41
Lead a tour
3 people
42
Lead the introduction game
4 people
43
Serve coffee and tea
3 people
44
Refill drinks
2 people
45
Refill snacks
2 people
46
Lead the workshops
6 people
47
Check the workshop rooms
2 people
48
Open the dinner buffet
2 people
49
Serve dinner
4 people
50
Serve diet meals
2 people
51
Keep buffet and tables clean
2 people
52
Support the evening activity
4 people
53
Provide music
54
Serve dessert and coffee
3 people
55
Take group photo
2 people
56
Host the informal drinks reception
3 people
57
Announce the final round
58
See participants off safely
3 people

Aftercare

59
Store leftovers in the fridge
3 people
60
Collect and sort waste
3 people
61
Collect tableware and glasses
3 people
62
Clean the kitchen
3 people
63
Clean the rooms
4 people
64
Put tables and chairs back
4 people
65
Remove decorations
2 people
66
Switch off equipment
2 people
67
Gather borrowed items
2 people
68
Return materials
2 people
69
Clear away leftover stock
2 people
70
Register lost property
71
Send thank-you message
72
Share photos with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 8
Coat racksqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 100
Wine glassesqty 70
Coffee spoonsqty 60
Dinner cutlery setsqty 70
Serving spoonsqty 8

Catering

Thermos flasksqty 6
Serving plattersqty 12
Serving tongsqty 8
Drink cratesqty 6
Coolersqty 4
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Tripodsqty 2

Decorations

Name badge holdersqty 60
Name badgesqty 70
Pensqty 70
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 12
Vasesqty 10
Chalkboardsqty 6
Directional signsqty 10
Sticky tackqty 4
Painter's tapeqty 6

Lighting

String lightsqty 4
Standing lampsqty 4

Sports equipment

Soft ballsqty 8
Hoopsqty 6
Conesqty 20
Skipping ropesqty 6
Blindfoldsqty 10
Scoreboardsqty 4
Stopwatchesqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Microfiber clothsqty 20

Tips

Set the date and programme before sending invitations. Include start and finish times, workshop blocks, breaks and the arrival window so participants know what to expect.
Close registrations early enough to act on the numbers. Use the final list to collect dietary requirements, prepare name badges and calculate food, drinks and seating instead of ordering from an estimate.
Confirm workshop leaders and activities at least one week before the introductory day. Ask each leader for their equipment needs, timing and any materials they must bring.
Prepare the room layout before opening the venue. Allow time to arrange tables, chairs, buffet tables and the reception desk, then check that the setup matches the programme and participant flow.
Print the run sheet and share team contact details before the event. Test the laptop, projector, screen, speakers and microphone while the room is still quiet, and keep the route and parking information ready for late arrivals.

Frequently asked questions

How far in advance should I plan an introductory day?: Start planning at least 6 to 8 weeks ahead, especially if you need workshop leaders, catering or room reservations. Finalise the participant list and dietary requirements about 7 days before the event.
When should I send invitations for an introductory day?: Send invitations 4 to 6 weeks before the event and set a registration deadline around 10 to 14 days before it. That leaves time to confirm numbers, order catering and prepare name badges.
How much food and drink do I need for an introductory day?: Base the order on the confirmed registrations, then add a small buffer of about 5 to 10 percent. For the first hour, plan roughly 2 to 3 drinks per person, with extra water and coffee available throughout the day.
How early should I arrive to set up an introductory day?: Arrive at least 90 minutes before participants are due. Use that time to open and check the rooms, arrange tables and chairs, set up reception, lay out badges and test all presentation and audio equipment.

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.