How to organize an Investor Day

An Investor Day needs more than a polished presentation. Start by fixing the date, program and investor audience, then secure the venue and speakers before invitations go out. Registration, dietary requirements, transport and parking details should be tracked in one guest list. In the final week, check every presentation, test the projector and microphones, and confirm catering quantities so the event runs to schedule.

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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
Reserve venue
3
Confirm speakers
2 people
4
Select investors
2 people
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Share transportation information
10
Design name badges
11
Collect presentations
12
Check presentations
2 people
13
Book catering
14
Reserve technical supplies
15
Prepare parking information
16
Confirm registrations
17
Create final guest list
18
Print name badges
19
Print handouts
2 people
20
Put presentations on USB
21
Do the shopping
2 people
22
Confirm catering details
23
Inspect venue
2 people
24
Set up the space
2 people
25
Set up tables
3 people
26
Set up chairs
3 people
27
Set up the reception desk
2 people
28
Lay out name badges
29
Lay out handouts
2 people
30
Install stage backdrop
2 people
31
Hang up signage
2 people
32
Test presentations
2 people
33
Test microphones
2 people
34
Check the lighting
35
Chill drinks
2 people
36
Set up coffee station
2 people
37
Set up buffet
3 people
38
Set out tableware
2 people
39
Check catering
2 people

Event

40
Staff the reception desk
2 people
41
Register guests
2 people
42
Serve welcome drinks
2 people
43
Announce the program
44
Facilitate presentations
2 people
45
Collect questions from the audience
46
Refill drinks
2 people
47
Refill coffee and tea
48
Serve snacks
3 people
49
Host the networking drinks reception
3 people
50
Restock the buffet
3 people
51
Serve dinner
4 people
52
Serve diet meals
2 people
53
Clear tables
3 people
54
Serve dessert
2 people
55
Lead the closing speech
56
Serve farewell drinks
2 people
57
See off guests
2 people

Aftercare

58
Switch off equipment
2 people
59
Take down the decorations
3 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Clear tables and chairs
4 people
63
Clean the kitchen
2 people
64
Clean the room
3 people
65
Collect lost property
66
Hand over the venue
2 people
67
Return rental items
2 people
68
Store leftover groceries
2 people
69
Archive presentations
70
Send thank-you message
71
Follow up contact details

What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 70
Reception desk
Buffet tablesqty 4
Stoolsqty 12
Speaker podium
Clothes racksqty 2

Equipment

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

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving plattersqty 8

Decorations

Tablecloth setsqty 10
Name badge holdersqty 70
Name badgesqty 80
Program bookletsqty 80
Company flagsqty 4
Plantsqty 8
LED candlesqty 24
Pensqty 80
Notepadsqty 80
Directional signsqty 8
Presentation bannersqty 2

Lighting

LED light stringsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Set the date and program before contacting investors. Allow at least 8–12 weeks for invitations, registration and speaker preparation, especially if several presentations need review.
Confirm speakers before sending invitations and give them a firm presentation deadline, ideally 7 days before the event. Check every file on the event laptop and copy the final versions to USB sticks.
Close registration 5–7 days before Investor Day and use that point to create the final guest list. Collect dietary requirements, transportation needs and parking information before printing name badges.
Inspect the venue at least 2 days before the event. Check table layout, reception space, speaker podium, screen position, power strips, extension cords and every HDMI adapter needed for the presentations.
Treat catering and technical setup as separate checks. Confirm menu quantities and serving times 2–3 days ahead, then arrive at least 2 hours before guests to set up tables, badges, coffee service and AV equipment.

Frequently asked questions

How far in advance should you plan an Investor Day?: Start planning 8–12 weeks before the event. Set the date, program and investor list first, then reserve the venue and confirm speakers before sending invitations.
When should Investor Day invitations be sent?: Send invitations 6–8 weeks before the event when possible, with a registration deadline 5–7 days before it. This leaves time to confirm attendance, dietary requirements and transport details.
When should presentations be finalized for an Investor Day?: Ask speakers for final presentations at least 7 days before the event. Review the files, test them on the event laptop and save a backup copy to USB sticks no later than the day before.
How early should the venue be set up for Investor Day?: Plan to arrive at least 2 hours before guests arrive. Use that time to arrange tables and chairs, place name badges, test the projector and microphones, and check power and cable connections.

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.