How to organize a mentor day

A mentor day works best when the programme, participant list, and mentor assignments are settled before you start preparing activities or catering. Begin by confirming the venue and access times, then build the schedule around registration, introductions, mentoring sessions, breaks, and group activities. Registration data also determines dietary requirements, name stickers, seating, and the number of activity kits. Use the plan below to keep preparation, shopping, printing, and room setup in the right order.

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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
Prepare invitation
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Create the participant list
8
Assign mentors
2 people
9
Prepare activities
3 people
10
Make a shopping list
2 people
11
Calculate catering quantities
2 people
12
Gather supplies
2 people
13
Do the shopping
3 people
14
Prepare name stickers
15
Print programs
16
Print signage
17
Set out activity kits
3 people
18
Confirm venue access
19
Fill refrigerators and coolers
2 people
20
Clean the venue beforehand
3 people
21
Set up tables
4 people
22
Set up chairs
4 people
23
Hang up decorations
3 people
24
Set up activity stations
4 people
25
Set up buffet
3 people
26
Chill drinks
2 people
27
Set up the reception desk
2 people
28
Test sound equipment
2 people

Event

29
Register participants
3 people
30
Hand out name stickers
2 people
31
Explain the program
2 people
32
Facilitate icebreakers
6 people
33
Serve break drinks
2 people
34
Lead group activities
6 people
35
Serve the buffet
4 people
36
Serve diet meals
2 people
37
Refill drinks
2 people
38
Support evening activities
6 people
39
Collect waste along the way
2 people
40
Provide last round
2 people
41
Check out participants
2 people

Aftercare

42
Clear away the buffet and kitchen
4 people
43
Wash dishes
3 people
44
Clean the venue
4 people
45
Remove decorations
2 people
46
Check materials
2 people
47
Return borrowed materials
2 people
48
Store leftover food
2 people
49
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 75
Coat racksqty 2
Waste binsqty 6

Tableware

Platesqty 80
Soup bowlsqty 75
Glassesqty 100
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 10
Soup ladlesqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Coolersqty 4

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4

Activities

Whiteboardsqty 4
Flip chartsqty 3
Markersqty 24
Ballpoint pensqty 80
Post-it padsqty 20
A4 paperqty 500
Game cardsqty 10
Board gamesqty 12

Communication

Name stickersqty 90
Program cardsqty 80

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 8
Rolls of tapeqty 6
Scissorsqty 6

Cleaning

Broomsqty 2
Mopsqty 3
Bucketsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Finalize the programme before sending invitations, so participants know the start and finish times and you can plan breaks, activities, and room changes without last-minute edits.
Close registration before assigning mentors and calculating catering quantities. Use the final participant list to match people, record dietary requirements, and prepare one name sticker per participant plus extras.
Prepare activity kits and printed materials several days before the event. Count the game cards, board games, markers, pens, Post-it pads, and A4 paper by station rather than leaving everything in one box.
Confirm venue access at least one day ahead and check power points for coffee machines, kettles, speakers, microphones, and food warmers. Bring extension cords and power strips only after checking where equipment will stand.
Plan the room setup in the same order guests will use it: registration and coats near the entrance, tables and chairs for the programme, then clearly marked activity stations and a separate buffet. Fill coolers and refrigerators after cleaning the venue and before guests arrive.

Frequently asked questions

How far in advance should I plan a mentor day?: Book the venue and define the programme at least 4 to 6 weeks ahead. Send invitations once the date, schedule, registration deadline, and attendance limit are clear.
When should mentor assignments be made?: Assign mentors after registration closes, ideally 5 to 7 days before the event. That gives you time to resolve unavailable mentors, review dietary requirements, and print an accurate participant list.
How much catering should I order for a mentor day?: Calculate quantities from the final registered headcount, not the number invited, and add about 5 to 10% for changes and second helpings. Keep dietary alternatives separate and label them before the buffet opens.
When should I set up the venue for a mentor day?: Clean the venue and prepare printed materials before setup day if possible. Allow at least 2 hours before arrival to arrange tables, chairs, activity stations, signage, refreshments, and the buffet, then reserve 30 minutes for a final check.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.