Inspiration session checklist

An inspiration session depends on more than booking a room and inviting people. You need a confirmed speaker, a workable programme, reliable registration data, tested presentation equipment, and catering matched to attendance. This checklist puts the work in a useful order, from reserving the venue to setting out drinks and checking the stage table. It also highlights details that are easy to leave until the last minute, such as dietary requirements, name badges, presentation files, venue keys, and spare cables.

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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

Reserve venue
Confirm date and times
Book speaker
Finalize the program
2 people
Send invitations
2 people
Open the registration form
Publish promotional text
Process registrations
Collect dietary requirements
Collect speaker information
Receive the presentation
Test the equipment
2 people
Prepare name badges
2 people
Check participant list
Determine catering quantities
2 people
Confirm reservations
Send reminder
Do the shopping
2 people
Set out shelf-stable drinks
Prepare vegetables and fruit
2 people
Prepare cold appetizers
2 people
Pick up venue keys
Check the venue
2 people
Set up tables and chairs
4 people
Set up the stage table
2 people
Set up the presentation screen
2 people
Connect the laptop and cables
2 people
Set up flip charts
Lay out name badges and pens
Prepare coffee and tea
2 people
Set up buffet
3 people
Chill drinks
2 people
Label diet meals
Set up registration desk
2 people
Brief reception team
3 people

Event

Receive participants
3 people
Serve coffee and tea
2 people
Guide networking talks
2 people
Open the inspiration session
Introduce the speaker
Guide presentation
2 people
Refill drinks
2 people
Serve break snacks
2 people
Lead the interaction round
2 people
Open the buffet
2 people
Restock the buffet
3 people
Collect tableware and glasses
2 people
Host the networking drinks reception
2 people
Restock drinks and snacks
2 people
Farewell for participants
2 people

Aftercare

Collect food and waste
3 people
Wash dishes
2 people
Switch off equipment
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Take waste to the bins
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Send thank-you message
Return lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Stage table
Coat racksqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8
Small bowlsqty 12
Serving plattersqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphone
Flip chartsqty 3
Flipchart markersqty 12
Timersqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Hot traysqty 4
Cutting boardsqty 4
Knivesqty 6
Measuring cupsqty 2

Decorations

Tableclothsqty 8
Name badgesqty 60
Badge holdersqty 60
Menusqty 8
Pensqty 60
Table numbersqty 8

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3

Lighting

Table lampsqty 6

Catering

Groceries

Tips

Confirm the venue, date, and times before publishing invitations. Ask when you can collect the keys and how much setup time is included, so tables, chairs, the stage table, and coat racks are ready before guests arrive.
Set a registration deadline at least 3–5 days before the session. Use the final participant list to prepare name badges, collect dietary requirements, and calculate drinks, coffee, and food quantities instead of guessing.
Request the speaker’s presentation at least 48 hours before the event. Test the laptop, projector, screen, HDMI cables, microphone, extension cords, and power strips with the actual file, not just with the equipment switched on.
Schedule catering preparation around serving time. Shelf-stable drinks can be set out earlier, while vegetables, fruit, cold appetisers, coffee, and hot items should be prepared close enough to service that they remain fresh and usable.
Do a complete room check before doors open, including seating, buffet tables, tableware, flip charts, markers, timers, water glasses, and signage. Keep at least 15 minutes unallocated for missing equipment, a late delivery, or a speaker change.

Frequently asked questions

How far in advance should I organise an inspiration session?: Start planning at least 4–6 weeks ahead if you need to reserve a venue and book a speaker. Send invitations once the date, programme outline, and registration form are ready, then close registration 3–5 days before the session.
When should I test the equipment for an inspiration session?: Test the projector, screen, laptop, HDMI connection, microphone, and power supply at least 48 hours beforehand. Repeat a shorter check at the venue on the day, because cables, room layout, and available sockets may differ.
How many drinks do I need for an inspiration session?: Allow roughly 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add water for the full group and use the final registration count, including speakers and organisers, for the calculation.
When should I prepare name badges and catering?: Prepare name badges 1–2 days before the session, once the participant list is stable. Buy or collect longer-lasting items earlier, but prepare cut vegetables, fruit, and cold appetisers on the day and set out coffee and hot items close to serving time.

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.