How to organize an anti-discrimination meeting

An anti-discrimination meeting needs more than a room and a speaker list. Start by fixing the date, capacity and accessibility of the venue, then build registration around dietary and access needs. Before invitations go out, prepare the code of conduct, reporting procedure and session format. In the final week, brief facilitators, collect presentations, test every microphone and projector, and confirm the practical details with participants.

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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 people
2
Check room and capacity
2 people
3
Check the venue’s accessibility
2 people
4
Draft invitation text
2 people
5
Create a registration form
6
Publish the program
2 people
7
Send invitations
2 people
8
Post promotion on social media
9
Distribute posters
3 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Collect accessibility needs
13
Send registration confirmations
2 people
14
Inform speakers
2 people
15
Collect presentations
16
Brief discussion leaders
2 people
17
Draft code of conduct
2 people
18
Prepare the reporting procedure
2 people
19
Arrange chair reservations
20
Order catering
2 people
21
Test the equipment
2 people
22
Prepare question cards
2 people
23
Make name badges
2 people
24
Print participant list
25
Print the route and signage
26
Send the final participant email
27
Pick up groceries
2 people
28
Chill drinks
2 people
29
Prepare snacks
4 people
30
Open venue
2 people
31
Ventilate the rooms
2 people
32
Set up tables
4 people
33
Set up chairs
4 people
34
Set up the reception desk
2 people
35
Prepare registration materials
2 people
36
Set up the presentation equipment
2 people
37
Set up presentations
38
Test microphones
2 people
39
Set up break area
3 people
40
Display information materials
2 people
41
Post code of conduct
42
Make the registration desk visible
43
Brief the welcome team
2 people

Event

44
Receive participants
4 people
45
Hand out name badges
2 people
46
Explain the program
47
Explain the house rules
48
Handle the opening
49
Guide speakers
2 people
50
Manage microphones
51
Collect questions
2 people
52
Facilitate discussions
4 people
53
Refill drinks
2 people
54
Serve snacks
3 people
55
Restock break buffet
3 people
56
Serve dietary options separately
2 people
57
Direct participants to workshops
3 people
58
Support workshop rooms
4 people
59
Handle reports and questions
2 people
60
Set up the dinner buffet
4 people
61
Serve dinner buffet
4 people
62
Refill the dinner buffet
3 people
63
Collect closing feedback
2 people
64
Handle the closing
65
See participants off
3 people

Aftercare

66
Collect waste
4 people
67
Wash dishes
3 people
68
Wipe down tables
3 people
69
Put the chairs back
4 people
70
Switch off the equipment
2 people
71
Remove decorations
2 people
72
Clean rooms
4 people
73
Check toilets
2 people
74
Collect lost and found items
75
Lock up the venue
2 people
76
Store reusable materials
3 people
77
Return borrowed materials
2 people
78
Store leftover catering
2 people
79
Send a thank-you gift to participants
80
Follow up on notifications
2 people
81
Archive photo and video materials

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Registration desk
Speaker table
Coat racksqty 2

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 4
HDMI cablesqty 3
Presentation clickerqty 2
Power banksqty 4

Tableware

Coffee cupsqty 90
Glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving tongsqty 6
Buffet label cardsqty 20

Decorations

Name badgesqty 90
Name badge holdersqty 90
Tableclothsqty 12
Information bannersqty 4
Directional signsqty 12
Info standsqty 6
Sticky tackqty 4
Clothespinsqty 100

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Check accessibility before publishing the venue details. Confirm step-free routes, accessible toilets, seating space and any hearing or visual support at least two weeks before the meeting.
Put the code of conduct and reporting procedure in the invitation and registration confirmation. This gives participants clear expectations before they arrive and avoids introducing sensitive rules for the first time on the day.
Close registration early enough to process dietary and accessibility requests. Use the final participant list to prepare name badges, reserved seating and catering quantities rather than relying on walk-ins.
Run a complete technology test at least one day before the meeting. Test the laptop, projector, HDMI cables, presentation clicker, speakers and wireless microphones together, with spare extension cords and power banks available.
Plan the arrival flow, not just the programme. Set up the registration table, printed route signs and participant list before doors open, and brief facilitators on questions, interruptions and reports that need private follow-up.

Frequently asked questions

How far in advance should I organize an anti-discrimination meeting?: Start planning at least six weeks ahead. Fix the venue and accessibility details first, then allow two to three weeks for invitations, registrations and requests for dietary or access support.
What should be included in an anti-discrimination meeting code of conduct?: Cover respectful communication, unacceptable behaviour, confidentiality, how concerns can be reported and who responds. Share it with the invitation and repeat the reporting route at the start of the meeting.
How do I make an anti-discrimination meeting accessible?: Check step-free access, toilets, seating, sound and visibility before bookings open. Collect individual accessibility needs through registration and confirm the arrangements with each participant at least one week before the event.
When should I test the equipment for an anti-discrimination meeting?: Do a full test one day before the meeting and repeat a short check 60 minutes before doors open. Test presentations, microphones, speakers, the projector, cables and power at the actual speaking positions.

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.