How to organize an Orientation Week that runs smoothly

Start Orientation Week by fixing the programme, venue, budget, and permissions before inviting anyone. Then build the participant process: registrations, dietary requirements, group lists, escorts, and volunteer shifts. The final week is for supplier confirmations, directions, materials, weather checks, and a printed run sheet. On the day, registration, seating, sound, shelter, refreshments, and waste collection need separate owners so small delays do not affect the whole programme.

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
Finalize the program
3 people
2
Reserve venue
3
Check permits
4
Confirm suppliers
2 people
5
Allocate the budget
2 people
6
Recruit escorts
3 people
7
Assign volunteers
2 people
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Create participant lists
2 people
12
Group participants
3 people
13
Print the run sheet
14
Send directions
15
Check the weather forecast
16
Do the shopping
3 people
17
Collect materials
2 people
18
Chill drinks
2 people
19
Prepare labels
2 people
20
Prepare registration table
2 people
21
Inspect the grounds
2 people
22
Set up tables
4 people
23
Set up chairs
4 people
24
Build party tents
4 people
25
Create a stage-free presentation space
2 people
26
Connect sound equipment
2 people
27
Hang lighting
2 people
28
Hang decorations
3 people
29
Lay out welcome packs
3 people
30
Set up catering
4 people
31
Place allergen cards
2 people
32
Set up the games
3 people
33
Test presentation
2 people
34
Briefing for reception team
2 people

Event

35
Register participants
4 people
36
Hand out welcome packs
3 people
37
Serve welcome drinks
3 people
38
Present the introduction
2 people
39
Introduce group leaders
2 people
40
Lead icebreaker games
8 people
41
Refill drinks
2 people
42
Serve snacks
3 people
43
Open the dinner buffet
4 people
44
Refill the dinner buffet
3 people
45
Serve diet meals
2 people
46
Provide music
2 people
47
Support the evening program
6 people
48
Supervise at departure
3 people
49
Collect lost property

Aftercare

50
Clear away food and drinks
3 people
51
Collect waste
4 people
52
Clear tables and chairs
4 people
53
Remove decorations
3 people
54
Switch off equipment
2 people
55
Wash dishes
3 people
56
Clean the venue
4 people
57
Empty the coolers
2 people
58
Inventory materials
2 people
59
Return rental items
2 people
60
Store leftover stock
2 people
61
Dispose of waste
2 people
62
Send participant message
63
Share photos with participants
64
Return Lost Items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 100
Beer tablesqty 6
Buffet tablesqty 4
Registration desk
Waste binsqty 8

Tableware

Reusable drinking glassesqty 120
Reusable wine glassesqty 80
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving traysqty 6

Equipment

Portable speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Laptop
Projector
Projection screen
Power stripsqty 8
Extension cordsqty 8
Coolersqty 4
Ice containersqty 4
Coffee machinesqty 3
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Coffee filtersqty 200
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Ice packsqty 20

Decorations

Balloonsqty 200
Buntingqty 12
Tableclothsqty 12
Name badgesqty 120
Directional signsqty 10
Welcome sign
Group signsqty 10

Lighting

String lightsqty 8
LED lanternsqty 10

Sports equipment

Conesqty 30
Soft ballsqty 10
Skipping ropesqty 10
Blindfoldsqty 10
Game cardsqty 10
Scoreboardsqty 10

Cleaning

Broomqty 3
Litter pickersqty 3
Mopsqty 3
Bucketsqty 3
Spongesqty 10
Rubber glovesqty 10
Trash bagsqty 100

Catering

Groceries

Tips

Lock the programme before sending invitations, then reserve the venue and check permits immediately. Allow at least two weeks for any approval or venue-related changes.
Set a registration deadline 7–10 days before the event. Use the final numbers to group participants, collect dietary requirements, prepare labels, and plan seating and refreshments.
Assign every volunteer a shift and a precise meeting point. Recruit escorts early enough to cover arrivals, group movements, and the registration desk without leaving other areas unattended.
Do a full equipment check at least one day before setup. Test the laptop, projector, portable speakers, microphones, power strips, and extension cords together rather than checking each item separately.
Make the final weather decision 24 hours ahead. If outdoor areas are involved, confirm party tents, inspect the grounds, and keep tables, chairs, waste bins, coolers, and ice containers ready for the revised layout.

Frequently asked questions

How far in advance should you plan Orientation Week?: Begin at least 6–8 weeks ahead if you need a venue, permits, suppliers, and a volunteer team. Finalize the programme and budget first, then send invitations once the main logistics are confirmed.
When should Orientation Week registration close?: Close registration 7–10 days before the first activity. That gives you time to process registrations, collect dietary requirements, group participants, print lists, and prepare name labels.
How many volunteers do I need for Orientation Week?: Plan one responsible person for each active area or shift, including registration, escorts, programme support, catering, and equipment. Add at least 10% spare capacity so illness or late arrivals do not leave a station empty.
When should I check the weather for an outdoor Orientation Week?: Check the forecast 48 hours before the event and make the practical layout decision 24 hours ahead. Reconfirm tents, covered seating, ground conditions, power access, and the location of the registration table on the final check.

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.