Innovation Day planning checklist

An Innovation Day depends on more than a good program. You need the date, rooms, speakers, workshops, registration, catering, equipment, and participant materials to line up in the right order. Start with the program and venue, then confirm contributors and registrations before ordering food and workshop supplies. In the final week, focus on presentations, name badges, route signs, room layouts, and equipment tests so the day runs without last-minute decisions.

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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 program
2 people
Reserve the venue and rooms
Approach speakers
2 people
Confirm workshop leaders
2 people
Draft invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Send parking information
Finalize the program
2 people
Order catering
Reserve equipment
Order workshop materials
Collect presentations
Prepare name badges
2 people
Check participant list
Make route signs
Distribute materials per workshop
2 people
Send speaker information
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Test the equipment
2 people
Fill participant folders
3 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the stage and presentation area
3 people
Connect the projector and screen
2 people
Test microphones
2 people
Set up workshop tables
3 people
Prepare registration materials
2 people
Set up the buffet and coffee table
3 people
Sort name tags
2 people
Hang up route signs
2 people
Conduct a safety check
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Guide the opening
2 people
Support presentations
2 people
Collect questions from the audience
Refill drinks
2 people
Serve snacks
3 people
Lead the break
2 people
Announce the workshops
Lead the workshops
6 people
Replenish workshop materials
2 people
Set up the networking drinks reception
3 people
Set up the dinner buffet
4 people
Open the dinner buffet
2 people
Refill buffet
3 people
Collect tableware
2 people
Support the evening program
2 people
Facilitate networking conversations
2 people
Announce the final round
See visitors out
2 people

Aftercare

Switch off the equipment
2 people
Collect materials
3 people
Sort waste
2 people
Wash dishes
3 people
Clean the venue
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Return borrowed items
2 people
Clear away leftover catering
2 people
Archive presentations
Send thank-you message
Share photos and materials

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
High tablesqty 8
Registration desk
Coat racksqty 3

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Presentation clickersqty 3
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
Charging stationsqty 3
Wi-Fi router
Coolersqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 120
Wine glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10
Serving spoonsqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Thermos flasksqty 4
Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Ice packsqty 16

Decorations

Name badgesqty 100
Badge holdersqty 100
Tableclothsqty 12
Directional signsqty 12
Program postersqty 8
Flower arrangementsqty 8
Buntingqty 6

Workshop materials

Flipchart padsqty 8
Markersqty 48
Sticky notesqty 24
Notebooksqty 90
Ballpoint pensqty 100
Voting stickersqty 500
Canvas sheetsqty 100
Ropeqty 4
Scissor setsqty 12
Rolls of tapeqty 12
Poster puttyqty 8

Lighting

LED lampsqty 8
Mood lightingqty 4

Cleaning

Waste binsqty 10
Cleaning bucketsqty 3
Floor squeegeesqty 2
Vacuum cleanersqty 2

Catering

Groceries

Tips

Confirm the date, program structure, and rooms before approaching speakers or workshop leaders. Their session length and equipment needs can affect the room layout and schedule.
Send invitations early enough to track registrations and dietary requirements before ordering catering. Use the final participant list to prepare name badges, folders, and workshop materials.
Collect presentations before the event rather than waiting for speakers to bring them on the day. Test every projector, screen, laptop, microphone, clicker, power strip, and extension cord in the rooms where they will be used.
Prepare each workshop separately: distribute its materials, check the assigned room, and confirm that the workshop leader has the latest timing and participant information.
Set up the registration desk, coat racks, tables, chairs, and route signs before guests arrive. Chill drinks and prepare coffee equipment in advance so registration does not compete with catering setup.

Frequently asked questions

How far in advance should I start planning an Innovation Day?: Start at least 8 to 12 weeks before the event. This gives you time to reserve the venue, confirm speakers and workshop leaders, send invitations, process registrations, and order catering and materials.
When should I send Innovation Day invitations?: Send the first invitations 4 to 6 weeks before the event. Set a registration deadline about 7 to 10 days beforehand so you can collect dietary requirements and finalize catering and participant materials.
When should presentations be collected for Innovation Day?: Ask speakers to submit presentations no later than 3 to 5 days before the event. Test the files on the actual laptops and projection equipment before the rooms are set up.
How much time is needed to set up an Innovation Day venue?: Allow at least 2 to 3 hours for setup, depending on the number of rooms and workshops. Include time for tables and chairs, the registration desk, route signs, participant folders, catering, and a full equipment test.

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.