Information Session Planning Checklist

An information session runs smoothly when the practical details are settled before guests arrive. Confirm the room and programme first, then handle registration, speakers, questions, catering and printed materials in a clear order. Allow time to check every presentation and test the projector, microphone and cables in the actual room. On the day, set up the registration desk, seating, signage and refreshments before opening the hall. This checklist keeps the planning work together, from the first booking to packing up afterwards.

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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 date and time
Confirm room booking
Finalize the program
2 people
Confirm speakers and topics
2 people
Create a registration form
Draft invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Collect participants' questions
Collect presentations
Check presentations
2 people
Determine catering quantities
Test the equipment
2 people
Create a floor plan of the hall
Prepare name badges
2 people
Print programs and handouts
2 people
Print attendance list
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Pack up materials
2 people
Pick up venue keys
Open hall
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up presentations
2 people
Connect the technical equipment
2 people
Set out coffee and tea
2 people
Set out snacks and fruit
3 people
Put up signage
Prepare the briefing folder
Brief reception team
3 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Handle the opening
Facilitate presentations
2 people
Collect questions
Refill drinks
2 people
Serve break snacks
3 people
Check dietary requirements
Moderate the Q&A
2 people
Facilitate informal networking
3 people
Serve the final drinks
2 people
See participants off
2 people

Aftercare

Store leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean the room
3 people
Load materials
3 people
Lock up the hall
2 people
Return borrowed materials
2 people
Process the attendance list
Archive recordings and files
Send information after

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Coat racksqty 2
Tableclothqty 10

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Portable speakersqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Laser pointer

Tableware

Coffee cupsqty 90
Drinking glassesqty 90
Platesqty 90
Cutlery setsqty 90
Serving plattersqty 8
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Water jugsqty 6
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name badgesqty 100
Table signsqty 10
Signage boardsqty 6
Pensqty 30

Catering

Programsqty 100
Information leafletsqty 100
Notepadsqty 90
Groceries

Cleaning

Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 4

Tips

Lock in the room, date and start time before sending invitations. Build the programme around confirmed speakers and topics, and leave a short buffer between presentations for questions or technical changes.
Close registration at least 3 days before the session so you can print the attendance list, prepare name badges and confirm dietary requirements. Send participants’ questions to speakers before collecting their final presentations.
Test the laptop, projector, screen, wireless microphone and portable speakers in the booked room at least 2 hours before doors open. Check HDMI connections, extension cords and power strips rather than assuming the venue has compatible equipment.
Plan refreshments from the confirmed registration total, including dietary needs. Put coffee machines, water jugs, thermos flasks, cups, glasses, plates, cutlery and serving utensils together so the break does not depend on last-minute shopping.
Set up tables, chairs, the registration desk, coat racks and signage before participants arrive. Keep printed programmes, handouts, pens and the attendance list at the desk, and pack presentation materials and leftover supplies together when the hall closes.

Frequently asked questions

How far in advance should I send information session invitations?: Send invitations 3 to 4 weeks before the session, especially if speakers or attendance numbers are not yet fixed. Set a registration deadline about 3 days before the event so catering, badges and handouts can be prepared accurately.
When should presentations be submitted for an information session?: Ask speakers for their presentations at least 3 working days before the session. Review every file then, and test the final versions on the event laptop and projector at least 2 hours before opening.
How early should I arrive to set up an information session?: Arrive at least 2 hours before participants are due. This gives you time to collect the venue keys, arrange tables and chairs, set up registration and refreshments, test equipment, and resolve missing materials.
How many refreshments do I need for an information session?: Use the confirmed registration count rather than the room capacity. For the first hour, plan roughly 2 to 3 drinks per person, then add coffee, water, snacks and serving items for dietary requirements and a small buffer.

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