Information evening checklist

An information evening needs more than a room and a presentation. You need a clear programme, confirmed presenters, accurate visitor information and a registration process that closes at the right time. This checklist helps you organise the work in sequence, from setting the date and booking rooms to testing presentations and preparing name badges. It also covers details visitors often look for too late, such as parking, room directions and dietary requirements.

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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
Reserve rooms and halls
Schedule information sessions
2 people
Confirm presenters
2 people
Gather visitor information
3 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Post promotion on the website
Post promotion on social media
Process registrations
2 people
Collect dietary requirements
Answer visitors' questions
2 people
Publish parking information
Map out the route to the rooms
2 people
Collect presentations
2 people
Technically test presentations
2 people
Set up info tables
2 people
Order catering quantities
Check the drinks and tableware stock
2 people
Prepare name badges
2 people
Print attendance lists
Print programs
2 people
Print information leaflets
3 people
Do the shopping
2 people
Set up non-perishable supplies
2 people
Check fresh produce
2 people
Prepare catering
3 people
Print the schedule and map
Check keys and access
2 people
Open venue
2 people
Set up the entrance and reception desk
3 people
Set up tables and chairs
4 people
Set up information tables
4 people
Set up presentation rooms
3 people
Hang up signage
2 people
Hang decorations
2 people
Connect the technical equipment
2 people
Test microphones and speakers
2 people
Set up presentations
2 people
Prepare coffee and tea
3 people
Arrange snacks on platters
3 people
Chill drinks
2 people
Brief reception team
3 people
Welcome presenters
2 people

Event

Open the doors
3 people
Register visitors
4 people
Welcome visitors
3 people
Hand out programs
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Staff information tables
8 people
Give the opening speech
Give an information presentation
2 people
Moderate the Q&A
2 people
Guide tours
4 people
Refill drinks
2 people
Refill snacks
2 people
Check dietary requirements
2 people
Direct visitors to classrooms
3 people
Check toilets periodically
Remove waste regularly
2 people
Answer final questions
4 people
See visitors out
3 people

Aftercare

Switch off the equipment
2 people
Take down information tables
4 people
Clear tables and chairs
4 people
Collect tableware
3 people
Wash dishes
3 people
Pack leftover catering
2 people
Collect waste
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Remove signage
2 people
Remove decorations
2 people
Put materials back
3 people
Check windows and doors
2 people
Lock up the venue
2 people
Archive photos and files
Send thank-you message
Return borrowed materials
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 6
Coat racksqty 2
Clothes hangersqty 120
Tableclothsqty 12
Waste binsqty 10

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Knivesqty 120
Forksqty 120
Teaspoonsqty 120
Serving plattersqty 20
Pouring jugsqty 8
Thermos flasksqty 8
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coolersqty 4
Insulated carafesqty 4

Equipment

Laptopsqty 3
Projectorsqty 3
Projection screensqty 3
Speakersqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Extension cordsqty 8
Power stripsqty 8
HDMI cablesqty 5
USB sticksqty 4
Presentation clickersqty 3
Laptop chargersqty 4

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Flower arrangementsqty 6
Candle holdersqty 10
LED candlesqty 20
Welcome sign
Information boardsqty 12
Directional signsqty 12
Table signsqty 12
Adhesive stripsqty 4
Cable tiesqty 2

Catering

Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning clothsqty 20
Paper towelsqty 6
Hand sanitizerqty 8
Toilet brushesqty 4

Lighting

LED lampsqty 8
String lightsqty 6
Battery lanternsqty 4

Paper goods

Name badgesqty 150
Program flyersqty 150
Information leafletsqty 300
Sign-up listsqty 10
Pensqty 30
Pencilsqty 20
Notepadsqty 20
Sticky notesqty 10
Markersqty 20
A4 paperqty 5
Clipboardsqty 10
Envelopesqty 100
Badge holdersqty 150
Tapeqty 6
Scissorsqty 6
Staplersqty 3
Cardboardqty 20

Safety

Flashlightsqty 4
High-visibility vestsqty 8
Non-slip matsqty 6
Cable traysqty 12

Tips

Set the date, programme and rooms before sending invitations. Confirm the presenters and schedule each information session first, then include exact start times and room details in the invitation.
Open registration as soon as the invitations go out and review it at least once a week. Collect dietary requirements before ordering catering, and keep a separate count of registered visitors for each session.
Test every presentation on the actual laptop, projector and screen at least one day before the evening. Check speakers, wireless microphones, microphone stands and extension cords rather than assuming the venue has working equipment.
Publish parking information and a route to each room before the event. Visitors may arrive at different entrances, so print the directions and place clear information at the entrance and near the rooms.
Prepare printed materials and arrival items no later than the day before. Print attendance lists, programmes, information leaflets and name badges, and check that tables, chairs, coat racks and clothes hangers are ready.

Frequently asked questions

How far in advance should I send invitations for an information evening?: Send the first invitations about 3 to 4 weeks before the evening. Keep registration open for at least 10 to 14 days, then send practical details such as parking and room directions to registered visitors 2 to 3 days beforehand.
When should I confirm presenters for an information evening?: Confirm presenters before invitations are sent, ideally 4 to 6 weeks in advance. Collect their final presentation files at least 3 days before the event and complete the technical test no later than the day before.
How much catering should I order for an information evening?: Base the order on confirmed registrations and add around 10% for late additions, unless attendance is strictly limited. Finalise dietary requirements 3 to 5 days before the event so the catering quantities can be adjusted.
What equipment do I need for an information evening presentation?: Plan for one tested laptop, projector and projection screen for each presentation room, plus speakers and a wireless microphone where the room requires amplification. Bring at least one suitable extension cord per presentation setup and test everything the day before.

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.