Integration meeting checklist: plan it in the right order

An integration meeting needs more than a date, a room and a few discussion points. You also need a clear registration process, language support, dietary information and a room layout that helps people talk. This checklist takes you from the first planning decisions to opening the venue. It also covers details that are easy to leave too late, such as name badges, discussion cards, access arrangements, chilled food and the final participant list.

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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
Confirm the venue and room layout
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
2 people
Assess language needs
2 people
Send reminder to participants
Create final participant list
2 people
Prepare name badges
2 people
Prepare discussion cards
2 people
Brief table hosts
2 people
Print the schedule and route
Check catering order
2 people
Do the shopping
3 people
Check fresh produce
2 people
Sort non-perishable groceries
2 people
Keep chilled products cool
2 people
Wash fruits and vegetables
2 people
Prepare snacks
4 people
Print the run sheet and contact list
Arrange keys and access
Open venue
2 people
Ventilate the hall
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception table
2 people
Lay out name badges
2 people
Mark the meeting rooms
2 people
Set up buffet tables
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Arrange snacks on platters
3 people
Place food labels
2 people
Test presentation materials
2 people
Check toilets
Brief volunteers
3 people

Event

Receive participants
4 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Deliver the welcome speech
Explain the program
Lead the introduction round
3 people
Facilitate discussion tables
8 people
Refill drinks
2 people
Refill snacks
2 people
Announce break
Set up the buffet
2 people
Serve the buffet
5 people
Serve diet meals
2 people
Clear tables
4 people
Refill coffee and tea
2 people
Coordinate cultural contributions
2 people
Host the information fair
4 people
Collect follow-up appointments
2 people
Give thanks
See participants off
4 people

Aftercare

Chill leftover food
3 people
Sort waste
3 people
Collect tableware
4 people
Wash dishes
4 people
Clean the buffet
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Switch off equipment
2 people
Lock up the venue
2 people
Return rental items
2 people
Thank participants
Process contact details
2 people
Handle lost and found

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Reception desk
High tablesqty 4
Coat racksqty 2
Tablecloth setsqty 10

Tableware

Dinner platesqty 100
Dessert platesqty 100
Bowlsqty 90
Drinking glassesqty 120
Coffee cupsqty 90
Cutlery setsqty 100
Serving spoonsqty 16
Serving plattersqty 20

Decorations

Name badgesqty 100
Name card holdersqty 20
Table numbersqty 10
Flagsqty 6
Flower arrangementsqty 10
Information boardsqty 8
Poster puttyqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Microphoneqty 2
Portable speakerqty 2
Extension cordqty 4
Power stripqty 4

Kitchen

Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 6
Chef's knifeqty 6
Measuring cupsqty 4
Coolersqty 4

Lighting

LED lightsqty 6
Mood lightingqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setqty 2
Cleaning bucketqty 2
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Include the registration deadline and ask about dietary requirements and language needs at the same time, so you have time to respond rather than solve these on the day.
Close registration early enough to prepare the final participant list and name badges. A deadline of 5–7 days before the meeting gives you time to assign tables, brief hosts and print materials.
Plan the room around conversation, not only presentation equipment. Check the table and chair layout, reception desk, coat racks, buffet tables and high tables before you print the schedule and route.
Confirm catering quantities after registration closes, then check fresh produce and keep chilled products cool until serving. Snacks and drinks should be ready before participants arrive, not during the first discussion.
Prepare a run sheet and contact list for the team, and arrange keys and access at least 24 hours beforehand. On the day, open and ventilate the hall, test the laptop, projector, HDMI cable, microphone and speaker, and keep extension cords safely out of walkways.

Frequently asked questions

How far in advance should I organise an integration meeting?: Start planning at least 4–6 weeks before the meeting. Send invitations early enough to allow registration, then close registration 5–7 days beforehand so you can confirm numbers, dietary requirements, language needs and the room layout.
When should I send invitations for an integration meeting?: Send invitations 3–4 weeks before the event when possible. Keep registration open for at least 10–14 days, and send a reminder 5–7 days before the meeting to improve response rates.
When should I prepare name badges and discussion cards?: Prepare them after registration closes and the final participant list is checked, usually 3–5 days before the meeting. Keep a few blank badges available for late changes or walk-ins.
What should I check on the day of an integration meeting?: Arrive at least 90 minutes before participants are expected. Open and ventilate the hall, check access and room layout, set out badges and materials, confirm catering, and test all presentation and audio equipment before the reception desk opens.

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.