Inspiration Day checklist: what to arrange and when

An Inspiration Day depends on more than a good programme. You need the room layout, speakers, registration, presentations, catering and technical setup to line up on the day. Start with the date, venue and programme, then move through invitations and registrations before preparing materials and food. This checklist gives you the full sequence, including details that are often left until the last minute, such as dietary requirements, parking information, presentation checks and collecting the venue keys.

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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
Determine venue and room layout
2 people
Contact speakers and facilitators
2 people
Make venue reservations
Finalize catering arrangements
2 people
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Send parking information
Send the program to participants
Prepare name badges
2 people
Collect presentations
Check presentations technically
2 people
Prepare activities
3 people
Print handouts
2 people
Print evaluation forms
Sort materials by session
2 people
Check catering quantities
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Pick up venue keys
Check the hall and entrance
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
3 people
Test the projector and screen
2 people
Test microphones and speakers
2 people
Set up flip charts and work tables
3 people
Hang decorations and signage
2 people
Lay out name badges
Set up the coffee and tea station
2 people
Set up the buffet and drinks table
3 people
Prepare snacks
3 people
Brief the registration team
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Guide the opening presentation
2 people
Support workshop rooms
4 people
Distribute workshop materials
2 people
Refill drinks
2 people
Serve break snacks
3 people
Operate technology during sessions
2 people
Collect questions from the audience
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Restock plates and cutlery
2 people
Serve coffee and dessert
2 people
Host the networking drinks reception
3 people
Restock drinks and snacks
3 people
Give the thank-you speech and close the event
2 people
Guide visitors to the exit
2 people

Aftercare

Collect waste
3 people
Clear dishes and glasses
3 people
Switch off equipment
2 people
Clean the venue
4 people
Put furniture back
4 people
Inventory materials
2 people
Return borrowed items
2 people
Send thank-you email to participants
Share photos and presentations
Process evaluation forms
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 60
Beer tablesqty 4
Buffet tablesqty 4
Registration desk
High tablesqty 8
Stoolsqty 16
Clothing rack

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Presentation clickerqty 2

Tableware

Coffee cupsqty 60
Drinking glassesqty 80
Wine glassesqty 60
Beer glassesqty 60
Dinner platesqty 70
Dessert platesqty 70
Cutlery setsqty 70
Serving bowlsqty 12
Serving plattersqty 10
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Kitchen tongsqty 8

Decorations

Name badge holdersqty 60
Flower arrangementsqty 8
Table runnersqty 12
Welcome sign
Direction signsqty 8
Sticky tackqty 4

Lighting

LED string lightsqty 6
Standing lampsqty 4
Emergency lightsqty 2

Presentation materials

Flip chartsqty 6
Flip chart padsqty 8
Whiteboardsqty 4
Whiteboard markersqty 24
Sticky notesqty 20
Pensqty 70
Notepadsqty 60
Writing boardsqty 30
Sticker setsqty 10

Cleaning

Waste binsqty 8
Vacuum cleaner
Mop setqty 2
Cleaning cart
Hand soap dispensersqty 4
Toilet brushesqty 3

Catering

Groceries

Tips

Set the programme and room layout before confirming equipment. Count the presentation spaces and check whether you need a projector, screen, microphones, speakers, laptops, HDMI cables and power strips for each session.
Open registration as soon as invitations are sent, then set a clear deadline for dietary requirements. Use the final registration count to check catering quantities rather than estimating from the number invited.
Ask speakers for their presentations several days before the Inspiration Day, not on the morning itself. Test every file on the actual laptop and projector, and keep the presentation clicker and spare cables with the technical equipment.
Sort handouts, activities and evaluation forms by session before printing or packing them. Prepare one labelled bundle per session so materials do not have to be separated while participants are arriving.
Finish shopping and catering preparation before the event day where possible. Chill drinks in advance, check coffee machines and kettles, and collect the venue keys early enough to allow time for arranging tables, chairs and the registration desk.

Frequently asked questions

How far in advance should I plan an Inspiration Day?: Set the date, programme and venue at least 6 to 8 weeks before the event. Contact speakers and facilitators early, then send invitations once the programme and registration process are ready.
When should I send invitations for an Inspiration Day?: Send invitations around 4 to 6 weeks before the event and keep registration open for at least 2 weeks. Set a separate deadline for dietary requirements so catering can be confirmed with final numbers.
When should presentations be collected and tested?: Collect presentations at least 3 days before the Inspiration Day and complete the technical check no later than the day before. Test the files, laptop, projector, screen, microphones, speakers and cables together.
How much time do I need to set up an Inspiration Day venue?: Allow at least 2 hours before participants arrive for room layout, registration, technical equipment, materials and catering. Pick up the venue keys early enough to include a short sound and projection 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.