Information day checklist: what to arrange and when

An information day runs smoothly when the program, people and practical details are coordinated early. Set the date and reserve presentation rooms before inviting visitors, then collect registrations, dietary requirements and speaker materials in one place. In the final week, check the equipment, print programs and name badges, confirm catering quantities and walk through the venue. This checklist helps you see what needs attention first and what is easy to leave until too late.

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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

Set the date and program
2 people
Contact speakers and facilitators
2 people
Reserve rooms and presentation spaces
2 people
Check permits and house rules
2 people
Draft invitation text
2 people
Create a registration form
2 people
Send invitations
2 people
Publish the information day online
Process registrations
2 people
Collect dietary requirements
Answer visitors' questions
2 people
Finalize the program
2 people
Collect speaker information
2 people
Collect presentations
Design information boards
2 people
Print flyers and programs
2 people
Prepare name badges
2 people
Update the registration list
Order catering quantities
2 people
Test the equipment
2 people
Collect materials
3 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up information booths
4 people
Set up registration desk
2 people
Set up the presentation area
3 people
Hang up decorations
2 people
Place information signs
2 people
Lay out the programs
Lay out name badges
Set out coffee and tea
2 people
Arrange snacks on platters
2 people
Retest the equipment
2 people
Give volunteers a briefing
2 people

Event

Welcome visitors
4 people
Register sign-ups
3 people
Hand out programs
2 people
Direct visitors to booths
2 people
Provide information at booths
8 people
Facilitate presentations
2 people
Welcome speakers
Operate the microphone
Set up presentations
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Inform last visitors
2 people
Wave goodbye to visitors
3 people

Aftercare

Take down information boards
3 people
Switch off the equipment
2 people
Clean up catering
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Wash dishes
3 people
Collect waste
3 people
Clean rooms
4 people
Inventory materials
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Secure lost property
Follow up on visitor questions
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 8
Tableclothsqty 12
Brochure racksqty 8
Clothes racksqty 2
Bollardsqty 6

Equipment

Laptopsqty 3
Projectorsqty 2
Projection screensqty 2
Portable speakersqty 2
Wireless microphonesqty 2
HDMI cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 2
Power banksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 4
Thermos flasksqty 6

Kitchen

Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 3
Serving spoonsqty 6
Kettlesqty 3
Coffee machinesqty 2
Hot drink urnsqty 4

Decorations

Buntingqty 6
Balloon bundlesqty 8
Roll-up bannersqty 6
Wayfinding signsqty 10
Poster puttyqty 4
Table décorqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Water dispensersqty 2
Drink dispensersqty 4
Serving traysqty 8
Bread basketsqty 6
Sugar bowlsqty 4
Milk jugsqty 4
Ice packsqty 16
Groceries

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop headsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Cleaning clothsqty 20
Hand sanitizer dispensersqty 6

Registration

Registration desk
Name badgesqty 120
Badge holdersqty 120
Pensqty 30
Clipboardsqty 6
Notepadsqty 120
Card traysqty 4

Information

Information leafletsqty 500
Program flyersqty 150
Surveysqty 120
Pen holdersqty 8
Display standsqty 12
Tapeqty 6
Markersqty 24

Tips

Set the date, program outline and rooms before sending invitations. Allow at least 6–8 weeks to contact speakers, reserve presentation spaces and check permits or house rules.
Close registration details before ordering catering. Review the registration list 7 days before the event, including dietary requirements, so quantities and suitable food can be confirmed.
Ask speakers for their information and presentations at least 5 working days in advance. Test every laptop, projector, screen, microphone, HDMI cable and power connection before visitors arrive.
Prepare visitor materials during the final week. Print programs and flyers, design information boards, and make name badges from the latest registration list rather than an older export.
Schedule a venue check on the day before or morning of the information day. Confirm room layouts, chairs, tables, brochure racks, coats storage, refreshments, charging points and clear directions between spaces.

Frequently asked questions

How far in advance should I plan an information day?: Start 6–8 weeks ahead if the day includes several speakers, multiple rooms or public registration. This gives you time to reserve spaces, check house rules, publish invitations and follow up with presenters.
When should I send information day invitations?: Send the first invitation 4–6 weeks before the event, once the date, location and main program are confirmed. Send a reminder about 7 days before the day with arrival details and the latest program.
When should I order catering for an information day?: Place the initial catering order 7–10 days before the event, using the current registration count and dietary requirements. Reconfirm final numbers 2–3 working days beforehand if the supplier allows changes.
When should presentations be collected and tested?: Request presentations no later than 5 working days before the event and test them at least 1 day before. Keep copies on the presentation laptop and check adapters, HDMI cables, projectors, screens and microphones.

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.