Information evening checklist

An information evening runs smoothly when the practical details are settled before guests arrive. Confirm the speakers and room layout first, then arrange invitations, registration and dietary information. In the final week, collect presentations, print attendance materials and check every item of equipment. On the day, allow time to set up the registration desk, information tables, coffee station and signs before the first guest arrives.

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

Finalize the schedule and rooms
2 people
Confirm speakers
Draft invitation
Set up the registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Follow up on registrations
2 people
Collect presentations
Reserve equipment
Check the shopping list
2 people
Do the shopping
2 people
Print program leaflets
Prepare name badges
2 people
Print attendance list
Check rooms and supplies
2 people
Clean rooms
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up information tables
3 people
Set up the presentation equipment
2 people
Test presentations
2 people
Hang signs
2 people
Set up coffee station
2 people
Prepare sandwiches and snacks
3 people
Chill drinks
2 people
Brief reception team

Event

Welcome visitors
4 people
Register attendance
2 people
Direct visitors to classrooms
3 people
Hand out program brochures
2 people
Guide information sessions
4 people
Collect questions
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Clear the buffet in between
2 people
Check toilets
Wave goodbye to visitors
3 people

Aftercare

Turn off presentation equipment
2 people
Collect leftover catering
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean rooms
3 people
Remove signposts
2 people
Return borrowed items
2 people
Archive attendance list

What to bring

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

Furniture

Chairsqty 120
Registration desk
Information desksqty 8
Buffet tablesqty 3
Clothing racksqty 2
Waste binsqty 6

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Presentation clickersqty 2
Extension cordsqty 8
Power stripsqty 8

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Teaspoonsqty 120
Serving tongsqty 6
Serving plattersqty 8
Serving traysqty 6

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4

Decorations

Name badgesqty 120
Program leafletsqty 140
Wayfinding signsqty 12
Tableclothsqty 12
Sticky tackqty 4
Markersqty 12

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Lock in the schedule, rooms and speakers before sending invitations. The invitation and registration form should state the start time, room details and how guests can respond.
Review registrations at least twice: once several days before the evening and again on the day before. Use the final list to prepare name badges, attendance sheets and dietary notes.
Collect presentations before the event rather than waiting for speakers to bring them. Test every file on the event laptop with the projector, screen and presentation clicker before guests arrive.
Plan the room setup around arrival and movement: place the registration desk at the entrance, information tables where guests can stop, and clear signs at every decision point.
Check refreshments as a separate setup task. Prepare the coffee station with cups, teaspoons, kettles or coffee machines, water jugs and glasses, and set out sandwiches and snacks with serving platters and tongs.

Frequently asked questions

How far in advance should I send information evening invitations?: Send invitations about 3 to 4 weeks before the evening, especially if people need to register. Set the registration deadline 5 to 7 days before the event so you can follow up and prepare the final attendance list.
When should I confirm speakers for an information evening?: Confirm speakers at least 3 weeks in advance, including their arrival time, presentation length and equipment needs. Ask for their presentation files no later than 2 to 3 days before the event.
How early should I set up an information evening?: Start the on-site setup at least 2 hours before guests arrive. This gives you time to arrange chairs and tables, prepare registration and information desks, test presentations, hang signs and set up refreshments.
How much coffee and food do I need for an information evening?: Plan one hot drink per guest for a short break, plus water throughout the evening. For sandwiches and snacks, prepare about 1 to 1.5 portions per registered guest, with dietary requirements separated and clearly identified.

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.