How to organize a network weekend

A network weekend needs more than a good speaker list. Start by fixing the date and venue, then build the program around registration numbers, dietary requirements and confirmed speakers. Work toward a final participant list early enough to prepare name badges, seating and catering without last-minute changes. On arrival day, allow time to inspect the venue, test the microphone and projector, set up the registration desk and prepare coffee, drinks and snacks before guests 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
Confirm date and location
2
Create the program
2 people
3
Send invitations
4
Open the registration form
5
Process registrations
6
Collect dietary requirements
7
Confirm speakers
8
Select teaching methods
2 people
9
Make reservations
10
Check participant list
11
Finalize the program
2 people
12
Prepare name badges
2 people
13
Share route and parking
14
Send reminder
15
Do the shopping
2 people
16
Chill drinks
2 people
17
Bring materials to the venue
3 people
18
Inspect venue
2 people
19
Set up tables and chairs
4 people
20
Set up registration desk
2 people
21
Set up the presentation area
3 people
22
Test sound equipment
2 people
23
Hang decorations
2 people
24
Set up coffee station
2 people
25
Prepare snacks
3 people
26
Lay out name badges

Event

27
Staff the reception desk
2 people
28
Register participants
2 people
29
Serve welcome drinks
2 people
30
Handle the opening
31
Facilitate short pitches
2 people
32
Serve coffee break
3 people
33
Refill drinks
2 people
34
Guide networking tables
3 people
35
Set up the buffet
3 people
36
Serve dinner
4 people
37
Guide work tables
4 people
38
Serve dessert and coffee
3 people
39
Host the informal networking drinks
3 people
40
Set up breakfast buffet
3 people
41
Serve breakfast
3 people
42
Guide participant departures
2 people

Aftercare

43
Cover leftovers securely
2 people
44
Collect waste
3 people
45
Pre-rinse tableware
2 people
46
Lock up the venue
2 people
47
Dismantle furniture
4 people
48
Pack equipment
3 people
49
Wash dishes
3 people
50
Clean the venue
4 people
51
Return materials
2 people
52
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Standing tablesqty 6
Coat racksqty 2

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphoneqty 2
Projector
Extension cordsqty 4
Power stripsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving spoonsqty 8
Foilqty 2

Decorations

Name badgesqty 60
Tableclothsqty 8
Flip chartsqty 4
Markersqty 20

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and venue before opening registration. Once the location is confirmed, include the route, parking information and any practical arrival details in the invitation.
Build the program in stages: draft it after confirming the speakers, choose suitable teaching methods, and finalize it only after registrations and participant needs are clear.
Close or review registration early enough to process names and dietary requirements before shopping. Use the final list to prepare name badges and estimate coffee, drinks and snacks.
Treat the venue setup as a separate arrival-day job. Set up tables, chairs, the registration desk and presentation area first, then test the projector, speakers, microphone, extension cords and power strips.
Prepare refreshments before the first session rather than during it. Chill drinks, arrange the coffee station, portion snacks and place serving items where participants can reach them without interrupting the program.

Frequently asked questions

How far in advance should I plan a network weekend?: Start at least 8 to 12 weeks ahead if speakers and accommodation or venue reservations are involved. Use the first weeks to confirm the date, location and program structure, then open registration.
When should I send invitations for a network weekend?: Send the first invitation 6 to 8 weeks before the weekend. Send a reminder about 7 days before arrival, including the route, parking details, start time and any items participants need to know.
How many drinks should I prepare for a network weekend?: For the first hour, allow 2 to 3 drinks per person, then plan roughly 1 drink per person per hour. Add coffee and tea for each break and buy extra if participants will stay overnight or travel a long distance.
When should I finalize the participant list and dietary requirements?: Review registrations at least 10 to 14 days before the weekend and set a clear deadline for dietary requirements. Finalize the list before preparing name badges, shopping and assigning seating or working groups.

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.