How to organize an election debate from start to finish

Start by fixing the date, venue and debate format before contacting candidates. The format determines how many parties you can invite, how long each answer may be and what the moderator must control. Then build the event around registration, audience questions, accessibility and a detailed run sheet. Most problems appear late: candidates do not confirm, questions arrive without enough time to screen them, or microphones and presentation cables are tested only when the room is full.

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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
Confirm date and times
2 people
3
Set the debate format
3 people
4
Book the moderator
5
Approach participating parties
2 people
6
Confirm party participation
2 people
7
Register candidates and contacts
8
Draft invitations
2 people
9
Send invitations
2 people
10
Open online registration form
11
Publish the promo message
2 people
12
Send press invitation
13
Process registrations
14
Collect dietary requirements
15
Check accessibility
16
Collect Visitor Questions
2 people
17
Select debate questions
3 people
18
Develop the run sheet
2 people
19
Schedule speaking times
2 people
20
Share the rules with candidates
21
Test the equipment
2 people
22
Order catering
23
Prepare printed materials
2 people
24
Print attendance list
25
Prepare name badges
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Prepare snacks
3 people
29
Pick up venue keys
30
Receive deliveries
2 people
31
Check the Venue
2 people
32
Set up the stage layout
3 people
33
Set up tables
3 people
34
Set up chairs
3 people
35
Connect the technical equipment
2 people
36
Test microphones
2 people
37
Test presentations
2 people
38
Set up signage
2 people
39
Set up the reception desk
2 people
40
Set up the catering buffet
3 people

Event

41
Receive candidates
2 people
42
Instruct candidates
2 people
43
Welcome visitors
3 people
44
Register attendance
2 people
45
Hand out name badges
2 people
46
Serve coffee and tea
2 people
47
Host the opening round
2 people
48
Facilitate the theme debate
3 people
49
Collect audience questions
2 people
50
Keep track of time
51
Operate equipment
2 people
52
Refill drinks
2 people
53
Serve snacks
2 people
54
Announce break
55
Restock break buffet
2 people
56
Lead the final round
2 people
57
Handle the closing
2 people
58
See the audience out
2 people
59
See off the candidates

Aftercare

60
Collect materials
3 people
61
Switch off the equipment
2 people
62
Wash dishes
3 people
63
Separate waste
2 people
64
Clear tables and chairs
4 people
65
Clean the room
3 people
66
Check toilets
67
Hand over the venue
2 people
68
Return keys
69
Return borrowed items
2 people
70
Archive photo and video materials
71
Process attendance data
72
Send thank-you message

What to bring

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

Furniture

Debate tablesqty 3
Tables for reception and cateringqty 4
Audience chairsqty 120
Candidate chairsqty 12
Bar stoolsqty 4
Coat racksqty 2

Equipment

Wireless microphonesqty 6
Microphone standsqty 4
Speakersqty 2
Mixer
Audio cablesqty 8
Extension cordsqty 6
Power stripsqty 6
Laptop
Presentation screen
HDMI cablesqty 3
Timerqty 2
Power banksqty 4

Lighting

LED panelsqty 4
Standing lampsqty 2

Tableware

Water glassesqty 140
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 140
Forksqty 140
Napkin holdersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Tongs and spatulasqty 6
Corkscrewqty 2
Waste binsqty 6

Decorations

Debate backdrop
Tableclothsqty 7
Stage name signsqty 8
Candidate name signsqty 8
Wayfinding signsqty 8
Program postersqty 10
Cable traysqty 8
Coat hangersqty 120

Catering

Groceries

Office supplies

Name badgesqty 140
Badge holdersqty 140
Clipboardsqty 10
Ballpoint pensqty 40
Notepadsqty 30
A4 paperqty 2
Markersqty 8
Paper tapeqty 6
Permanent markersqty 8
Envelopesqty 150

Print materials

Programsqty 140
Event profilesqty 120
Question cardsqty 30
Route mapsqty 20
Participant listsqty 4
Evaluation formsqty 120

Cleaning

Dustpan and brushqty 2
Floor squeegeesqty 2
Bucketsqty 3
Cleaning glovesqty 6
Plastic cratesqty 8

Safety

Cable matsqty 8
Flashlightsqty 3
Batteriesqty 12
Emergency exit signsqty 4

Tips

Set the format before sending invitations. Decide how many rounds, opening statements and audience questions you can fit, then calculate speaking times so every participating party receives the same limit.
Contact parties early and keep a named contact for each candidate. Ask for confirmation by a fixed deadline, rather than relying on informal replies just before the event.
Close audience-question collection before the final run sheet is written. Screen and group the questions first; otherwise the moderator may have more material than the programme can accommodate.
Treat registration and accessibility as one process. Ask about dietary requirements when people register, check step-free access and seating, and print the attendance list and name badges before doors open.
Run a full equipment test in the actual room at least one day before the debate. Check every wireless microphone, speaker, mixer, laptop, HDMI cable, timer and extension cord, and keep power banks available for last-minute device issues.

Frequently asked questions

How far in advance should I organize an election debate?: Start venue and date planning at least 8 to 12 weeks ahead. Candidate outreach and invitations should follow soon after, leaving a fixed deadline for participation and enough time to process registrations.
How long should an election debate last?: Allow roughly 90 to 120 minutes for the debate itself, then add at least 30 minutes for arrival and registration. Work backwards from the end time when assigning opening statements, question rounds and closing remarks.
When should candidates receive the debate rules?: Send the format, speaking limits and moderator rules at least 7 days before the event. Ask candidates to confirm they have received them, and include the final speaking order in the run sheet.
When should I test the sound and presentation equipment?: Test the complete setup at least 24 hours beforehand and repeat a short check 60 minutes before doors open. Test microphones from every candidate chair, not only at the moderator’s table.

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.