How to organize a members' day from start to finish

A members' day runs smoothly when registration, food service and networking are planned as one sequence. Start by confirming the member list and venue, then build the programme around arrival, shared activities and breaks. Dietary requirements and supplier confirmations need to be settled before you print materials or shop. On the day, leave enough time to inspect the venue, set up the registration desk, arrange seating and chill drinks before the first member arrives.

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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
Compile member list
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Reserve the venue and hall
6
Reserve tables and chairs
7
Write out the program
8
Prepare networking activities
2 people
9
Confirm suppliers and venue
10
Create final participant list
11
Prepare name badges
2 people
12
Print the program and signage
13
Print registration forms
14
Check the shopping list
15
Do the shopping
3 people
16
Collect reusable materials
2 people
17
Check the equipment
2 people
18
Sort name tags
2 people
19
Prepare vegetables and fruit
3 people
20
Prepare cold dishes
3 people
21
Chill drinks
2 people
22
Open and inspect the venue
2 people
23
Set up tables and chairs
4 people
24
Set the tables
3 people
25
Set up buffet and drinks station
3 people
26
Hang decorations
2 people
27
Hang up signage
2 people
28
Set up the registration table
2 people
29
Prepare coffee and tea
2 people

Event

30
Staff the reception desk
2 people
31
Register visitors
2 people
32
Hand out name badges
2 people
33
Serve coffee and tea
2 people
34
Lead program segments
2 people
35
Guide networking tables
3 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Set up buffet
3 people
39
Serve dinner
4 people
40
Distribute diet meals
2 people
41
Clear away dishes
3 people
42
Check toilets
43
Empty trash bins
2 people
44
Serve the final drinks round
2 people

Aftercare

45
Dismantle furniture
4 people
46
Remove decorations
2 people
47
Wash dishes
3 people
48
Clean the venue
4 people
49
Pack up materials
2 people
50
Dispose of waste
2 people
51
Return borrowed materials
2 people
52
Process leftover food
2 people
53
Collect lost property

What to bring

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

Furniture

Tablesqty 8
Buffet tablesqty 2
Registration desk
Chairsqty 55
Coat racksqty 2
Tableclothsqty 10

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 30
Forksqty 60
Knivesqty 60
Spoonsqty 60
Coffee cupsqty 60
Drinking glassesqty 120
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 4
Flip chartsqty 3
Flipchart markersqty 12

Decorations

Balloonsqty 50
Balloon pumpqty 2
Name badgesqty 60
Table décorqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Storage binsqty 12

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpansqty 2
Waste binsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the event. Use the final participant list to prepare name badges, registration forms and dietary notes instead of relying on last-minute changes.
Write the programme with exact start and finish times, including registration, networking activities, food service and breaks. Print the programme and signage only after the venue and suppliers have confirmed the schedule.
Check tables, chairs, buffet tables and coat racks against the room layout at least 2 days beforehand. A registration desk near the entrance and clear walking space around the buffet prevent queues from blocking arrivals.
Complete shopping and equipment checks no later than the day before. Chill drinks in coolers, test coffee machines and kettles, and confirm that extension cords and power strips reach every station safely.
Arrive at the venue at least 2 hours before registration opens. Set tables and chairs first, then prepare the buffet and drinks station, place name badges in registration order and inspect the room once more before opening the doors.

Frequently asked questions

How far in advance should I invite members to a members' day?: Send invitations at least 3 to 4 weeks before the event. Set the registration deadline 7 days before the date so you can collect dietary requirements and create a reliable final participant list.
When should I confirm the venue and suppliers?: Confirm the venue, room layout and suppliers no later than 7 days before the members' day. Recheck arrival times, equipment and access details 2 days before the event.
How early should I arrive to set up a members' day?: Allow at least 2 hours before registration starts. This gives you time to inspect the venue, arrange tables and chairs, set up the registration desk, prepare food and drinks, and test electrical equipment.
When should I prepare food and drinks for a members' day?: Prepare vegetables, fruit and cold dishes on the day before where possible, then chill drinks several hours before guests arrive. Set out the buffet and drinks station after the room and tables are ready.

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.