Information session checklist

An information session runs smoothly when the program, speakers, room, technology, and attendee details are handled in the right order. Start by fixing the date and booking the venue, then confirm presenters and open registration. In the final week, collect dietary requirements, presentations, and the participant list. On the day, allow time to arrange seating, test microphones and slides, prepare refreshments, and set up a clear registration desk.

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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

Set the date and program
2 people
Book speakers and presenters
2 people
Reserve the venue and hall
Send invitations
2 people
Process registrations
Collect dietary requirements
Send the program and route
Collect presentations
Order catering and groceries
Reserve technical equipment and materials
Create final participant list
Prepare name badges
2 people
Do the shopping
2 people
Check presentations technically
2 people
Mark the room layout
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation equipment
2 people
Test microphones and sound
2 people
Prepare coffee and tea
2 people
Chill drinks
Prepare snacks and sandwiches
3 people
Hang up signage
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Deliver the opening presentation
2 people
Guide information sessions
3 people
Refill drinks
2 people
Serve break snacks
3 people
Moderate the Q&A
2 people
Set up evening buffet
4 people
Serve the evening buffet
4 people
Lead the evening session
3 people
Wrap Up and Distribute Information
2 people

Aftercare

Switch off the equipment
2 people
Collect tableware and materials
3 people
Remove waste
2 people
Clear the hall
4 people
Wash dishes
2 people
Clean the hall and kitchen
3 people
Return borrowed materials
2 people
Collect lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Registration desk
Clothes racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Serving traysqty 8

Equipment

Projector
Projection screen
Presentation laptop
Presentation clicker
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving spoonsqty 6

Decorations

Name badge holdersqty 70
Name badgesqty 70
Information boardsqty 6
Tableclothsqty 10
Pensqty 30
Notepadsqty 70
Program leafletsqty 80

Cleaning

Waste binsqty 6
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the program before sending invitations. Include the start and finish time, speaker names, route, registration instructions, and a deadline for dietary requirements so attendees know what to expect.
Close registrations early enough to create the final participant list and name badges. A practical deadline is 3–5 days before the session, leaving time to check spelling and prepare the registration desk.
Collect every presentation before the event rather than relying on presenters to bring files. Check the slides on the presentation laptop at least one day ahead, including videos, fonts, and sound.
Plan the room around the presentation first: place the screen and projector, then arrange chairs with a clear view and leave space for the registration desk, coats, cables, and refreshments.
Schedule setup before guests arrive. Allow at least 60–90 minutes to place tables and chairs, connect extension cords and power strips, test microphones and speakers, chill drinks, make coffee, and put up signs.

Frequently asked questions

How far in advance should I plan an information session?: Set the date and reserve the venue at least 4–6 weeks ahead if speakers and registrations are involved. Confirm presenters before invitations go out, then send the program and route as soon as the schedule is stable.
When should I send invitations for an information session?: Send invitations about 3–4 weeks before the session and set a registration deadline 3–5 days before it. Use the final days to process registrations, collect dietary requirements, and prepare name badges.
How early should I arrive to set up an information session?: Arrive 60–90 minutes before the first attendee. This gives you time to mark the room layout, set up the registration desk, connect the projector and microphones, test presentations, and prepare coffee, tea, drinks, and snacks.
How much food and drink should I prepare for an information session?: For a short session, plan roughly 1–2 drinks per person per hour, plus coffee and tea. Provide one snack or sandwich portion per attendee and add about 10% extra if attendance is uncertain.

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