How to organize an introductory day

An introductory day works best when visitors always know where to go and what happens next. Start with the date, program, venue, and tour locations, then move through registrations, dietary requirements, group assignments, catering, and room setup. Build in time for name badges, printed group lists, route maps, and a full equipment test. The details people often leave too late are chilled drinks, guide assignments, presentation checks, and clear directions between sections.

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
Set the date and program
2 people
2
Reserve venue
3
Reserve tour locations
4
Assign guides to groups
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Check participant list
2 people
9
Create groups for the tour
2 people
10
Order catering
11
Check game materials
2 people
12
Prepare presentation
2 people
13
Make name badges
2 people
14
Print group lists
15
Print route maps
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Set out materials for each section
3 people
19
Check the venue and keys
2 people
20
Set up tables and chairs
4 people
21
Set up the reception desk
2 people
22
Lay out name badges
2 people
23
Set up the presentation area
3 people
24
Test projector and laptop
2 people
25
Set up game stations
4 people
26
Set up the buffet and drinks station
3 people
27
Mark guided tour routes
2 people
28
Prepare first aid and emergency information
29
Briefing for reception team
3 people
30
Give a briefing to group leaders
5 people

Event

31
Receive participants
4 people
32
Register attendance
3 people
33
Hand out name badges
3 people
34
Serve coffee and tea
2 people
35
Deliver welcome presentation
2 people
36
Explain the program and house rules
2 people
37
Divide participants into groups
4 people
38
Guide tours
8 people
39
Take group photo
2 people
40
Lead icebreaker games
6 people
41
Refill drinks
2 people
42
Distribute snacks
3 people
43
Open the buffet
2 people
44
Refill the dinner buffet
3 people
45
Serve diet meals
2 people
46
Restock plates and cutlery
2 people
47
Empty trash bins
2 people
48
Announce evening program
49
Host team quiz
3 people
50
Operate the music and technical equipment
2 people
51
Refill drinks during the evening program
2 people
52
Announce the final round
53
See participants off safely
3 people

Aftercare

54
Clear away food and drinks
3 people
55
Collect and sort waste
3 people
56
Wash dishes and cutlery
3 people
57
Clear tables and chairs
4 people
58
Remove decorations
2 people
59
Switch off and pack up equipment
2 people
60
Clean the venue
4 people
61
Collect lost and found items
62
Hand over keys and venue
63
Return borrowed materials
2 people
64
Store leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Reception desk
Buffet tablesqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8

Decorations

Name badgesqty 100
Name badge holdersqty 100
Tableclothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Directional signsqty 12

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 8
Storage binsqty 10

Sports equipment

Conesqty 30
Ropeqty 4
Softballsqty 8
Hoopsqty 6

Catering

Groceries

Tips

Set the program before inviting anyone. Include registration, the presentation, games, tours, breaks, and the final departure time so guides and catering can work from the same schedule.
Close registration several days before the event and use the final participant list to create tour groups, assign guides, print group lists, and prepare name badges. Do not wait until the morning itself.
Check tour locations and route maps at least one week ahead. Confirm opening arrangements, walking times, and where each group should meet so a delayed group does not hold up the whole program.
Test the laptop, projector, projection screen, speaker, microphone, extension cords, and power strips before guests arrive. A 30-minute rehearsal catches missing adapters, dead batteries, and unsuitable cables.
Finish the room setup before the first arrival: tables and chairs, reception desk, presentation area, game stations, signs, and materials for each section. Chill drinks and lay out catering items only after the access and storage arrangements are confirmed.

Frequently asked questions

How far in advance should I plan an introductory day?: Set the date, venue, and tour locations at least 4–6 weeks in advance. Send invitations early enough to leave 7–10 days for registrations and dietary requirements before you finalize groups and catering.
When should I stop accepting registrations?: Close registrations 3–5 days before the introductory day. That gives you time to check the participant list, create tour groups, assign guides, print group lists and name badges, and update the catering order.
How many guides do I need for the tour?: Assign one guide to each tour group, with a backup guide or named contact for every 3–4 groups. Keep groups small enough that everyone can hear the guide and stay together on the route.
What should I check on the morning of an introductory day?: Arrive at least 90 minutes before the first guest. Check the venue and keys, set up reception and seating, test the presentation equipment, place directional signs, chill drinks, and put each section’s materials in position.

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.