Information evening checklist

An information evening runs smoothly when decisions, registrations and room setup happen in the right order. Start by booking the room and fixing the date and programme, then allow time for invitations, sign-ups, speakers and dietary requirements. During the final week, check presentations, print the registration list and programme, and test every piece of equipment. On the day, set up the registration desk, seating, refreshments, signage and presentation area before guests arrive.

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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

Reserve the room
Set the date and program
2 people
Draft invitation
Send invitations
2 people
Register sign-ups
Process registrations
Collect dietary requirements
Confirm speakers
Collect presentations
Test the equipment
2 people
Create a floor plan and routing
Order catering
Make name badges
2 people
Print programs
Print the registration list
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks

Event

Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the equipment
2 people
Set up presentations
Put up signage
2 people
Set up coffee station
2 people
Display snacks
2 people
Welcome guests
4 people
Register attendance
2 people
Hand out name badges
2 people
Hand out programs
2 people
Serve coffee and tea
3 people
Give the introduction
Facilitate presentations
2 people
Moderate the Q&A
2 people
Refill drinks
2 people
Refill snacks
2 people
See off guests
3 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Switch off equipment
2 people
Clear the hall
4 people
Wash dishes
2 people
Clean the room
3 people
Check materials
2 people
Store leftovers
2 people
Return borrowed materials
2 people
Archive attendance list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Stoolsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving traysqty 6

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphone
Speaker
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2

Decorations

Name badgesqty 60
Tableclothsqty 8
Information boardsqty 6
Wayfinding signsqty 6
Pensqty 20
Poster puttyqty 2
Tapeqty 4
Markersqty 12

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broom
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the date and programme before sending invitations, and give guests at least 2–3 weeks to register. Keep the registration list open until a few days before the evening so late dietary requirements can still be processed.
Confirm speakers no later than one week before the event and collect their presentations at least 2 days in advance. Test the presentation laptop, projector, screen, microphone, speaker and clicker together rather than checking them separately.
Create the floor plan and routing before setting up tables and chairs. Leave a clear route from the entrance to the registration desk, and place wayfinding signs where guests have to make a decision.
Print the programme, name badges and registration list on the day before the evening. Prepare extra blank badges and pens for walk-ins instead of relying only on the final registered guest count.
Chill drinks and prepare snacks before opening the hall, while coffee makers, kettles and thermos flasks are ready near the serving area. Allow at least 60–90 minutes for tables, chairs, registration, equipment, presentations and signage.

Frequently asked questions

How far in advance should I organise an information evening?: Start planning 4–6 weeks before the event. Book the room and set the programme first, then send invitations at least 2–3 weeks before the evening.
When should I confirm speakers for an information evening?: Confirm speakers about 1 week in advance and collect their presentations at least 2 days before the event. This leaves time to adjust the programme and test the files on the presentation laptop.
How long does it take to set up an information evening?: Allow 60–90 minutes for a small or medium-sized evening, including tables, chairs, the registration desk, equipment, presentations, refreshments and signs. Add extra time if the room layout or projection setup is unfamiliar.
When should I print the registration list and name badges?: Print both 1 day before the event, after most registrations have been processed. Keep a few blank badges and spare copies of the list for changes or late arrivals.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.