Information Session Planning Checklist

An information session runs smoothly when registration, speakers, catering and equipment are prepared in the right sequence. Start with the venue and invitation, then collect attendee and speaker details before finalising the programme. In the final week, confirm dietary requirements, catering quantities, handouts and technical needs. On the day, allow time to check the hall, set up the registration desk, test the presentation and chill the drinks 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

Confirm venue and hall
Draft invitation
Create a registration form
Send invitations
Process registrations
Collect dietary requirements
Collect speaker information
Prepare the program and schedule
Reserve equipment
Determine catering quantities
Order catering
Prepare handouts
2 people
Check the presentation
2 people
Make name badges
Create the attendance list
Send reminder
Do the shopping
2 people
Collect materials
2 people
Test equipment in advance
2 people
Check the hall and toilets
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
2 people
Connect the technical equipment
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks and sandwiches
3 people

Event

Welcome speakers
2 people
Register visitors
3 people
Guide visitors to the hall
2 people
Open the program
Support presentations
2 people
Collect questions
Serve coffee and tea
2 people
Serve snacks and sandwiches
3 people
Refill drinks
2 people
Moderate the Q&A
2 people
Facilitate informal conversations
3 people
Announce the closing
See off the last visitors
2 people

Aftercare

Switch off the equipment
2 people
Clear away food and drinks
3 people
Wash dishes
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Collect waste
2 people
Return materials
2 people
Answer outstanding questions
Send presentation materials afterwards
Send thank-you email

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Coat rack

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Flip chart
Flip chart paper
Whiteboard
Whiteboard markersqty 6

Tableware

Coffee cupsqty 80
Drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6
Water jugsqty 6
Thermos flasksqty 4

Catering

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Serving spoonsqty 6
Serving tongsqty 6
Bread basketsqty 6
Coffee filters
Table runnersqty 8
Napkinsqty 200
Handoutsqty 70
Name badgesqty 70
Ballpoint pensqty 70
Question cardsqty 100
Badge holdersqty 70

Cleaning

Waste binsqty 4
Bucketsqty 2
Mop headsqty 2
Broom and dustpanqty 2
Spongesqty 6
Dishclothsqty 12
Hand soap dispensersqty 2
Hand sanitizerqty 3

Groceries

Groceries

Tips

Confirm the room layout before ordering equipment. You need space for tables, chairs, a registration desk, a presentation area and a coat rack, while keeping cables away from walkways.
Send the registration reminder 2–3 days before the session and use the final attendance list to check catering quantities. Include dietary requirements rather than relying on last-minute updates.
Test the laptop, projector, screen, microphones, speakers, HDMI cable and presentation clicker in the actual hall at least 1 day before the session. Keep extension cords and power strips available for the final connection.
Prepare name badges, handouts and the attendance list before the day of the session. Put registration materials together in one place so the desk can open without searching through boxes.
Set up and check the room at least 90 minutes before guests arrive. This gives you time to arrange tables and chairs, connect equipment, check the toilets, prepare coffee and water, and chill drinks.

Frequently asked questions

How far in advance should I plan an information session?: Confirm the venue and hall at least 4–6 weeks ahead, especially if speakers or equipment are involved. Send invitations once the date, location and registration form are ready.
When should I send an information session reminder?: Send the reminder 2–3 days before the session. Use it to confirm the start time, location, registration details and any practical instructions for attendees.
How early should I arrive to set up an information session?: Arrive at least 90 minutes before guests arrive. Allow extra time if you need to connect microphones, speakers, a projector and presentation laptop for the first time in that room.
How do I calculate catering for an information session?: Base the order on the final registered attendance and add about 5–10% for late changes. Confirm dietary requirements no later than 3–5 days before the session so the caterer can prepare suitable options.

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