How to organise an Investor Day from start to finish

An Investor Day needs a tighter sequence than a regular meeting: the programme drives the venue, speakers, catering and technical setup. Start by fixing the agenda and confirming who presents, then build the participant list and registration process around it. Dietary requirements, presentations, route details and room layout need deadlines of their own. This guide shows how to organise the day in the right order, including the checks that are often left until the last minute.

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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
Develop the program and schedule
2 people
2
Reserve venue
3
Book catering
4
Confirm speakers and presenters
5
Compile the participant list
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Check registrations and dietary requirements
10
Send Parking and Route Details
11
Send reminder to participants
12
Request presentations
13
Check presentations
2 people
14
Make name badges
2 people
15
Print participant list
16
Print programs
17
Make route and hall signs
18
Prepare network layout
2 people
19
Assemble welcome folders
2 people
20
Pass catering needs on to the caterer
21
Do the shopping
3 people
22
Check and store groceries
2 people
23
Chill drinks
2 people
24
Test equipment and cables
2 people
25
Clean the venue
3 people
26
Receive deliveries
2 people
27
Set up tables and chairs
4 people
28
Set up registration desk
2 people
29
Set up the presentation area
3 people
30
Set up projector and screen
2 people
31
Set up microphones and speakers
2 people
32
Retest presentations
2 people
33
Hang up decorations
3 people
34
Lay out name badges
35
Prepare welcome folders
2 people
36
Set up buffet tables
3 people
37
Set up the coffee and tea station
2 people
38
Prepare snacks
4 people
39
Prepare the dinner buffet
4 people
40
Place waste stations
2 people
41
Check the hall and entrance
2 people

Event

42
Receive participants
3 people
43
Register attendance
2 people
44
Hand out name badges
2 people
45
Serve welcome drinks
3 people
46
Deliver the opening presentation
2 people
47
Technically support presentations
2 people
48
Collect questions from the audience
49
Refill coffee and tea
2 people
50
Serve snacks
4 people
51
Refill drinks
2 people
52
Guide networking tables
3 people
53
Open the dinner buffet
2 people
54
Refill the dinner buffet
4 people
55
Serve special meals separately
2 people
56
Restock plates and cutlery
2 people
57
Clear tables during the event
3 people
58
Refill drinks during dinner
2 people
59
Deliver closing remarks
60
See off guests and manage departure
3 people
61
Collect lost items
2 people

Aftercare

62
Dismantle the buffet immediately
3 people
63
Pack leftovers safely
2 people
64
Wash dishes and glasses
3 people
65
Clear tables and chairs
4 people
66
Disconnect and pack equipment
2 people
67
Remove decorations and signage
2 people
68
Sort and remove waste
3 people
69
Clean the kitchen and buffet
3 people
70
Clean the hall and restrooms
3 people
71
Return borrowed materials
2 people
72
Handle lost and found
73
Send thank-you message to participants
74
Archive photos and files

What to bring

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

Furniture

Rectangular tablesqty 8
Tall bar tablesqty 6
Chairsqty 70
Registration desk
Buffet tablesqty 4
Lounge armchairsqty 8
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 75
Coffee spoonsqty 75
Dinner cutlery setsqty 75
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Decorations

Tableclothsqty 14
Table runnersqty 8
Name badgesqty 70
Program flyersqty 70
Welcome foldersqty 70
Directional signsqty 8
Table number cardsqty 14
Flower arrangementsqty 8
Balloon bundlesqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 8
Presentation clicker
Power banksqty 4

Lighting

Atmosphere lightsqty 10
LED light stringsqty 4
Emergency lightsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4

Cleaning

Trash bagsqty 80
Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Washing-up tubsqty 3
Towelsqty 12

Catering

Groceries

Tips

Set the programme before booking the room layout. Allow time for speaker changes, questions and movement between presentations, and confirm every presenter before invitations go out.
Close registration several days before the event rather than relying on the final list. Check dietary requirements against the registrations, then pass the confirmed catering needs to the caterer.
Request presentations before the final week and check them on the actual laptop and projector. Test every cable, the projection screen and the room setup before participants arrive.
Prepare the arrival flow in advance: place the registration table, name badges, participant list, programme flyers and welcome folders together. Send parking and route information with the reminder, not on the morning itself.
Finish the room and service setup before the programme starts. Put up directional signs, set out water glasses and coffee supplies, chill the drinks and keep spare materials available at the registration point.

Frequently asked questions

How far in advance should you organise an Investor Day?: Start planning at least 8 to 12 weeks ahead if the day includes several speakers, catering and a dedicated venue. Fix the programme and venue first, then set deadlines for registrations, presentations and dietary requirements.
When should Investor Day invitations be sent?: Send invitations as soon as the date, venue and core programme are confirmed, ideally 4 to 6 weeks before the event. Close registrations several days before the day so badges, participant lists and catering numbers can be checked.
When should presentations be collected for an Investor Day?: Ask presenters for their files at least 5 working days before the event. Check them on the event laptop and projector, then keep the final versions together so the technical test uses the files that will actually be shown.
How much time is needed for an Investor Day setup?: Allow at least 2 to 3 hours for room setup, registration materials, signs, catering coordination and technical testing. Add more time if furniture, projection equipment or multiple presentation rooms still need to be arranged.

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.