How to organize an information session

An information session runs smoothly when the program, speakers and visitor flow are settled before you focus on the room. Start by fixing the date and timetable, then confirm the venue, presenters and registration process. In the final week, turn registrations into a participant list, collect dietary requirements and check every presentation on the actual laptop and projector. On the day, allow time for room setup, speaker briefing, technical testing and visitor registration before the first session begins.

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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
Set the date and program
2 people
2
Book speakers and presenters
2 people
3
Reserve the venue and hall
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send the program and route
8
Collect presentations
9
Order catering and groceries
10
Reserve technical equipment and materials
11
Create final participant list
12
Prepare name badges
2 people
13
Do the shopping
2 people
14
Check presentations technically
2 people
15
Mark the room layout
2 people
16
Set up tables and chairs
4 people
17
Set up registration desk
2 people
18
Set up the presentation equipment
2 people
19
Test microphones and sound
2 people
20
Prepare coffee and tea
2 people
21
Chill drinks
22
Prepare snacks and sandwiches
3 people
23
Hang up signage
2 people

Event

24
Welcome speakers
2 people
25
Register visitors
3 people
26
Serve coffee and tea
2 people
27
Deliver the opening presentation
2 people
28
Guide information sessions
3 people
29
Refill drinks
2 people
30
Serve break snacks
3 people
31
Moderate the Q&A
2 people
32
Set up evening buffet
4 people
33
Serve the evening buffet
4 people
34
Lead the evening session
3 people
35
Wrap Up and Distribute Information
2 people

Aftercare

36
Switch off the equipment
2 people
37
Collect tableware and materials
3 people
38
Remove waste
2 people
39
Clear the hall
4 people
40
Wash dishes
2 people
41
Clean the hall and kitchen
3 people
42
Return borrowed materials
2 people
43
Collect lost and found items
44
Send thank-you message

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Registration desk
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving traysqty 8

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving spoonsqty 6

Decorations

Name badge holdersqty 70
Name badgesqty 70
Information boardsqty 6
Tableclothsqty 10
Pensqty 30
Notepadsqty 70
Program leafletsqty 80

Cleaning

Waste binsqty 6
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the program before sending invitations. Include the opening time, presentation blocks, breaks and closing time, then send the route and final program to registered visitors no later than 2–3 days beforehand.
Confirm speakers and presentations early. Ask presenters for their files at least 5 working days before the session, and test fonts, videos, sound and slide transitions on the presentation laptop.
Close registration 1–2 days before the event so you can create the final participant list, prepare name badges and pass dietary requirements to the catering provider. Keep a few blank badges and pens at the registration desk.
Plan the room around arrival and visibility. Place the registration desk near the entrance, leave a clear route to the seating, and check that every chair has a view of the projection screen without cables crossing walkways.
Build in a technical check before visitors arrive. Allow at least 60 minutes to set up the projector, screen, microphones, speakers and power connections, then test the microphone from the back of the room rather than only beside the speaker.

Frequently asked questions

How far in advance should I plan an information session?: Start 6–8 weeks before the session if you need external speakers, a venue and technical equipment. Confirm the date, program, presenters and room during the first 2 weeks, then open registration.
When should I send invitations for an information session?: Send the first invitation 3–4 weeks before the event, with the date, program outline, venue and registration deadline. Send the confirmed route and detailed program 2–3 days before the session.
How much time do I need to set up an information session?: Allow 2–3 hours for tables, chairs, the registration desk, signage, catering and room layout. Reserve an additional 60 minutes for presentation equipment, microphones and a full sound check.
When should I collect dietary requirements?: Ask for dietary requirements during registration and close the list 3–5 days before the event. Give the final numbers to catering when you confirm sandwiches, snacks, coffee and other drinks.

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