How to organize a matchmaking event

A matchmaking event works best when the matching process is settled before guests arrive. Start by confirming the date and venue, then build the registration form around the criteria you will use to make matches. After registrations close, review profiles, create the rounds and send each guest a clear schedule. On the day, name badges, match cards, question cards and visible privacy signs keep conversations moving without making guests guess what to do next.

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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
Confirm event date
3
Create a registration form
4
Set match criteria
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm registrations
9
Check match profiles
2 people
10
Assemble matches
2 people
11
Schedule discussion rounds
2 people
12
Send the match schedule
13
Determine catering quantities
2 people
14
Check the shopping list
15
Purchase materials
2 people
16
Print name badges
17
Print match cards
18
Print table signs
19
Print privacy signs
20
Prepare question cards
2 people
21
Test the equipment
2 people
22
Brief hosts
2 people
23
Update the registration list
24
Pick up fresh groceries
2 people
25
Chill drinks
2 people
26
Open venue
2 people
27
Set up tables
4 people
28
Set up chairs
4 people
29
Set up registration desk
2 people
30
Lay out match cards
2 people
31
Set up the buffet
3 people
32
Hang decorations
2 people
33
Set up sound and lighting
2 people
34
Prepare snacks
3 people
35
Do the final safety check
2 people

Event

36
Register guests
3 people
37
Hand out name badges
2 people
38
Serve welcome drinks
2 people
39
Facilitate the match rounds
4 people
40
Give time signals
41
Serve snacks
3 people
42
Refill drinks
2 people
43
Restock the buffet
2 people
44
Facilitate informal networking
3 people
45
See off guests and manage departure
2 people

Aftercare

46
Chill leftover food
2 people
47
Collect waste
3 people
48
Wash dishes
3 people
49
Put furniture back
4 people
50
Clean the venue
3 people
51
Switch off equipment
2 people
52
Inventory materials
2 people
53
Clean reusable items
2 people
54
Return rented items
2 people
55
Store leftover stock

What to bring

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

Furniture

High tablesqty 8
Seating tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Cutlery setsqty 80
Serving plattersqty 12

Decorations

Name badgesqty 80
Table signsqty 18
Match cardsqty 100
Question cardsqty 120
Privacy signsqty 12
Balloonsqty 40
Table runnersqty 18
Pensqty 100
Wristbandsqty 80

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Timersqty 3
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 3
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 12

Cleaning

Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Lighting

LED string lightsqty 6
Table lampsqty 8

Catering

Serving traysqty 10
Label holdersqty 20
Ice packsqty 12
Thermos flasksqty 4
Groceries

Tips

Set the match criteria before opening registrations. Decide which answers are essential, and leave enough time after the deadline to review profiles rather than matching people at the last minute.
Send the match schedule before the event, not at registration. Include round times, table signs or locations, and a contact route for guests who spot an incorrect name or pairing.
Build a timed rotation and test it with the hosts. Timers, microphones and speakers should be checked before guests arrive, especially if several discussion rounds run in parallel.
Prepare privacy signs and question cards as part of the guest experience. Guests need to know what information is shared and how to start a conversation without being left with an empty table.
Finish the room setup before fresh groceries and chilled drinks arrive. Place the registration table, seating and high tables first, then check name badges, match cards, pens, glasses and waste bins before opening the doors.

Frequently asked questions

How far in advance should I organize a matchmaking event?: Start at least 6 weeks before the event. Confirm the venue and date first, open registrations early enough to collect useful profiles, and leave 3 to 5 days after registration closes for matching and schedule checks.
How many matchmaking rounds should an event have?: Plan 3 to 5 discussion rounds for a typical evening, with around 10 to 15 minutes per round. Add a short changeover period so guests can find the next table without the schedule slipping.
When should I send the matchmaking schedule?: Send it 2 to 3 days before the event, after checking every match profile and round. Keep a current registration list at the venue so hosts can handle cancellations or last-minute changes.
What should I prepare for the registration desk?: Set up the desk at least 30 minutes before doors open with the guest list, name badges, pens and any wristbands or privacy information guests need. Keep spare badges available for corrections and late additions.

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.