Information evening checklist

An information evening runs smoothly when the practical details are settled before guests arrive. Start with the venue and programme, then confirm speakers, send invitations and track registrations. In the final week, collect dietary requirements, presentations and equipment needs. On the day itself, allow time for tables, chairs, name badges, catering and a full projector test rather than trying to do everything at the last minute.

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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 venue
Compile program
2 people
Confirm speakers
Draft invitations
Send invitations
Register sign-ups
Process registrations
Collect dietary requirements
Order catering
Collect presentations
Test the equipment
2 people
Check materials
2 people
Do the shopping
2 people
Make name badges
2 people
Print programs
Set up presentations
Prepare snacks
3 people
Open venue
2 people
Set up tables
3 people
Set out chairs
3 people
Set up the reception table
2 people
Set up the catering table
2 people
Hang decorations
2 people
Set up the presentation equipment
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Place route signs
Prepare attendance list

Event

Welcome speakers
Register visitors
2 people
Serve coffee and tea
2 people
Support the information program
Refill drinks
2 people
Serve snacks
2 people
Answer visitors' questions
3 people
Record follow-up sign-ups
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Pack leftovers safely
2 people
Wash dishes
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Pack up materials
2 people
Return borrowed items
Lock up the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Reception desk
Catering tableqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving plattersqty 8
Soup ladlesqty 4
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 4

Lighting

Table lampsqty 4

Decorations

Name card holdersqty 70
Information boardsqty 6
Pennant garlandsqty 4
Flower arrangementsqty 4

Office

Clipboardsqty 4
Pensqty 30
Markersqty 12
Tapeqty 3
Scissorsqty 3
Presentation foldersqty 10

Cleaning

Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Reserve the venue before confirming the date publicly, and check that it has enough tables, chairs, power outlets and space for a reception desk and catering table.
Send invitations early enough to leave at least 7 days for registrations and dietary requirements. Keep the sign-up list current so catering quantities and name badges match.
Collect every presentation no later than 24 hours before the event. Test the laptop, projector, screen, HDMI cables, extension cords and power strips together in the room where they will be used.
Prepare printed programmes, name badges, clipboards, pens and markers before opening the venue. Put the reception table near the entrance so registration does not block the catering area.
Open the venue at least 90 minutes before the advertised start. Set out chairs and tables first, then arrange presentation equipment, reception materials, snacks, chilled drinks, coffee and serving platters.

Frequently asked questions

How far in advance should I plan an information evening?: Start at least 4 to 6 weeks ahead. That gives you time to reserve the venue, compile the programme, confirm speakers, send invitations and process registrations before ordering catering.
When should I send invitations for an information evening?: Send them 2 to 3 weeks before the event, with a clear registration deadline at least 7 days before it. Use the final sign-up list to confirm numbers and collect dietary requirements.
When should presentations be collected and tested?: Ask speakers for their files at least 24 hours in advance. Test all presentations, the laptop, projector, projection screen and cables during the final setup, not when guests are already arriving.
How early should I arrive to set up an information evening?: Allow at least 90 minutes before the start time. Use the first 30 minutes for furniture and reception, the next 30 for presentation equipment and materials, and the remaining time for catering, drinks and a 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.