How to organize a refugee meeting

Start by fixing the purpose, date, program, and venue before inviting anyone. Then build the plan around access: translated invitations, registration, dietary requirements, interpreter languages, and transport information. Confirm partners and children’s activities early, because these often take longer than expected. In the final week, check presentations, test sound and projection, prepare name badges and information tables, and confirm that everything can be delivered and set up at the venue.

Organize this event for free with Lizzt

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
Set the date and program
2 people
3
Draft invitations
2 people
4
Translate invitations
3 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
2 people
8
Inventory interpreter languages
2 people
9
Book interpreters
2 people
10
Order catering
2 people
11
Confirm program partners
2 people
12
Select children's activities
2 people
13
Finalize the music program
2 people
14
Collect transport information
15
Set up parking and walking routes
16
Translate program
2 people
17
Prepare name badges
2 people
18
Set up info tables
2 people
19
Check presentations
2 people
20
Test the equipment
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Setting up shelf-stable catering
2 people
24
Bring materials to the venue
3 people
25
Check the venue
2 people
26
Set up tables
4 people
27
Set out chairs
4 people
28
Set up the reception desk
2 people
29
Set up information tables
4 people
30
Set up kids' corner
3 people
31
Hang decorations
3 people
32
Set up signage
2 people
33
Connect the sound system
2 people
34
Set up projector and screen
2 people
35
Set up buffet tables
4 people
36
Prepare snacks
4 people
37
Set out coffee and tea
2 people
38
Briefing for reception team
4 people
39
Give interpreters a briefing
4 people

Event

40
Welcome guests
5 people
41
Hand out name badges
3 people
42
Serve coffee and tea
3 people
43
Give the opening speech
44
Present welcome information
3 people
45
Guide interpreters
2 people
46
Staff information desks
8 people
47
Supervise children's activities
4 people
48
Serve snacks
4 people
49
Refill drinks
3 people
50
Empty trash bins
2 people
51
Restock the buffet
4 people
52
Serve the hot meal
5 people
53
Guide music program
2 people
54
Refill coffee and tea
2 people
55
See off guests and manage departure
4 people
56
Collect lost and found items
2 people

Aftercare

57
Switch off equipment
2 people
58
Clear the buffet
4 people
59
Wash dishes
4 people
60
Sort waste
3 people
61
Clear tables and chairs
5 people
62
Remove decorations
3 people
63
Clean the room
4 people
64
Inventory materials
2 people
65
Return borrowed materials
2 people
66
Store leftovers
2 people
67
Return venue keys
68
Send thank-you messages
2 people
69
Process the attendance list

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Information desksqty 6
Children's chairsqty 8
Coat racksqty 2
Bollardsqty 8

Tableware

Reusable platesqty 110
Reusable bowlsqty 100
Reusable cupsqty 180
Coffee cupsqty 120
Water glassesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Soup ladlesqty 6
Serving plattersqty 16
Serving trays with lidsqty 8
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 4
Cling filmqty 4
Cooler labelsqty 20

Decorations

Tableclothsqty 16
Buntingqty 8
Paper decorationsqty 12
Flower arrangementsqty 6
Name badgesqty 120
Pensqty 40
Information boardsqty 12
Table numbersqty 12

Children's activities

Colored pencilsqty 12
Coloring booksqty 30
Drawing paperqty 200
Markersqty 12
Building blocksqty 4
Puzzlesqty 8
Gamesqty 8
Play matsqty 4

Lighting

LED string lightsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Glovesqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Fire blanketsqty 2

Catering

Groceries

Tips

Reserve the venue before sending invitations and check the room layout, access routes, parking, power supply, tables, chairs, and equipment at least one week before the meeting.
Translate invitations and the program before registration opens. Allow at least 7 days for replies, then use the registrations to confirm numbers, dietary requirements, interpreter languages, and transport needs.
Book interpreters as soon as you know which languages are needed, preferably 2–3 weeks before the meeting. Do not rely on last-minute availability, especially when several languages are involved.
Plan catering from the registration count and separate shelf-stable items from food that needs cooling or warming. Chill drinks on the day before or early on the day, and check that serving equipment and reusable tableware are ready.
Run a complete technical check before guests arrive: test the laptop, projector, screen, wireless microphones, speakers, microphone stands, extension cords, and power strips. Set up information desks, children’s seating, name badges, and walking routes before the program starts.

Frequently asked questions

How far in advance should I plan a refugee meeting?: Start planning at least 4–6 weeks ahead. That gives you time to reserve the venue, confirm the program, translate invitations, collect registrations, and book interpreters.
When should invitations for a refugee meeting be sent?: Send translated invitations at least 3 weeks before the meeting and keep registration open for about 7 days. Use the final registration numbers to arrange catering, seating, interpreters, and transport information.
How many interpreters do I need for a refugee meeting?: You need at least one interpreter for each language that participants cannot follow in the main language. Confirm the language list 2–3 weeks in advance and allow extra time if several sessions run at once.
What should I check at the venue before a refugee meeting?: Complete a venue check at least 7 days before the meeting, then repeat the equipment test on the day itself. Verify room access, parking and walking routes, seating, information tables, children’s chairs, power, sound, and projection.

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.