How to organize an investor matchmaking event

An investor matchmaking event works best when the matching process is designed before invitations go out. Start by defining the investor profile and the type of startups you want to attract, then collect investment criteria and company information through registration. After that, build provisional matches, schedule focused discussion rounds and prepare the room so every meeting runs on time. This plan covers the practical sequence, including presentations, confirmations, catering and audiovisual checks.

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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
Define investor profile
2 people
2
Define the target group for startups
2 people
3
Set up the registration form
4
Compile investor list
2 people
5
Compile startup list
2 people
6
Send invitations
2 people
7
Reserve venue
8
Book catering
9
Reserve audiovisual equipment
10
Process registrations
2 people
11
Collect dietary requirements
12
Collect investment criteria
2 people
13
Check startup profiles
2 people
14
Set matching criteria
2 people
15
Make provisional matches
3 people
16
Plan discussion rounds
2 people
17
Record the pitching order
2 people
18
Create the program
2 people
19
Send participant confirmations
20
Send directions
21
Collect pitch presentations
22
Check presentations
2 people
23
Create floor plan
24
Number the conversation tables
25
Prepare name badges
2 people
26
Prepare matching cards
2 people
27
Set up pitch timers
28
Set up the registration desk
29
Check accessibility
30
Check parking information
31
Confirm registrations again
2 people
32
Provide dietary requirements
33
Confirm catering order
34
Coordinate deliveries
35
Take inventory of supplies
2 people
36
Do the shopping
2 people
37
Chill drinks
2 people
38
Prepare materials
2 people

Event

39
Open venue
2 people
40
Check rooms
2 people
41
Set up tables and chairs
4 people
42
Set up registration desk
2 people
43
Set up discussion tables
3 people
44
Connect the technical equipment
2 people
45
Test presentations
2 people
46
Set up catering and buffet tables
3 people
47
Sort name badges
2 people
48
Briefing for reception team
2 people
49
Register participants
3 people
50
Serve welcome drinks
2 people
51
Guide the opening presentation
2 people
52
Support the pitch round
3 people
53
Monitor the schedule
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Facilitate matching rounds
4 people
57
Direct participants to tables
3 people
58
Hand out conversation cards
2 people
59
Restock the buffet
3 people
60
Host the networking drinks reception
3 people
61
Collect contact details
2 people
62
Announce the final round
63
See participants off
3 people
64
Store leftovers safely
2 people

Aftercare

65
Collect waste
3 people
66
Wash dishes
3 people
67
Put furniture back
4 people
68
Clean rooms
3 people
69
Disconnect equipment
2 people
70
Check materials
2 people
71
Return borrowed materials
2 people
72
Securely archive match data
73
Send thank-you message
74
Forward follow-up contacts
2 people
75
Process expenses and invoices

What to bring

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

Furniture

Cocktail tablesqty 8
Conversation tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Registration desk
Stoolsqty 12
Table linenqty 16
Clothing rack

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving tongsqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Mixer
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Mobile chargersqty 4
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Pitch timersqty 2

Office

Name badge holdersqty 90
Badge lanyardsqty 90
Registration listsqty 6
Matching cardsqty 100
Conversation cardsqty 100
Program flyersqty 100
Pensqty 40
Clipboardsqty 6
Tapeqty 4
Scissorsqty 4
Markersqty 12
Notepadsqty 30

Decorations

Welcome sign
Table signsqty 12
Directional signsqty 8
Flower arrangementsqty 8
Table numbersqty 12

Lighting

Standing lampsqty 6
Mood lightingqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Define the investor profile and startup target group before opening registration. Ask investors for investment stage, sector, ticket size and preferred location, and ask startups for their funding need and business stage.
Close registration at least 7 days before the event so you have time to check startup profiles, compare investment criteria and create provisional matches. Late registrations can disrupt the discussion schedule.
Plan discussion rounds with a fixed duration and a 5-minute changeover. Number the conversation tables and put the table number on each participant’s badge or schedule.
Collect pitch presentations at least 3 days in advance and test every file on the event laptop and projector. Check HDMI cables, microphones, speakers, the mixer and extension cords before participants arrive.
Send confirmations and directions 2 to 3 days before the event, including the program, pitch order and arrival time. Collect dietary requirements at the same time so catering quantities are final before the event day.

Frequently asked questions

How far in advance should I organize an investor matchmaking event?: Start planning 8 to 12 weeks before the event. Open registration early enough to build both an investor list and a startup list, then reserve at least 7 days for matching and schedule changes.
How do you match investors and startups at a matchmaking event?: Use at least four criteria: sector, funding stage, investment amount and business model. Collect these details in the registration form, review the profiles manually and create provisional matches before confirming the discussion rounds.
How long should investor matchmaking meetings last?: Allow 15 to 20 minutes per conversation, followed by a 5-minute changeover. Four to six rounds usually fit into a half-day program without making participants rush between tables.
When should pitch presentations be submitted?: Set the deadline 3 days before the event. Review the files, test them on the presentation laptop and keep a backup copy on a second device or external drive.

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