Integration meeting checklist

An integration meeting needs more than a confirmed venue and a full calendar. You also need a clear registration process, dietary information, a workable programme and equipment that is tested before guests arrive. This checklist takes you from venue booking to the final room setup, including the small jobs that are often left too late. Use it to coordinate speakers, volunteers, catering and attendee information without losing track of timing.

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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
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Confirm registrations
2 people
Collect dietary requirements
2 people
Compile program
2 people
Confirm speakers
Select activities
2 people
Order catering
2 people
Reserve equipment
Assign volunteers
2 people
Create floor plan
Design welcome sign
Prepare name badges
2 people
Print programs
2 people
Send route information
Create the attendance list
Prepare diet labels
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Check fresh produce
2 people
Prepare snacks
4 people
Chill drinks
2 people
Charge equipment
Collect materials
2 people
Check the weather forecast

Event

Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up buffet tables
3 people
Set out tableware
2 people
Set out drinks
2 people
Hang decorations
3 people
Connect the sound system
2 people
Test presentation
Sort name tags
2 people
Bring food up to temperature
3 people
Brief reception team
2 people
Welcome guests
4 people
Register attendance
3 people
Serve welcome drinks
3 people
Guide the opening
2 people
Facilitate icebreaker activity
4 people
Serve coffee and tea
3 people
Refill drinks
2 people
Lead discussion rounds
4 people
Serve snacks
3 people
Set up the buffet
2 people
Serve the buffet
5 people
Restock the buffet
3 people
Collect used dishes
3 people
Lead the cultural activity
4 people
Serve dessert
3 people
Lead the closing
2 people
See off guests
3 people
Remove waste regularly
2 people

Aftercare

Wash dishes
3 people
Clear buffet
3 people
Switch off equipment
2 people
Put furniture back
4 people
Clean the venue
4 people
Take out the trash
2 people
Pack up materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Check the crockery
2 people
Remove decorations
2 people
Return venue keys

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Buffet tablesqty 4
Registration desk
High tablesqty 6
Clothes racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Soup bowlsqty 30
Drinking glassesqty 100
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving traysqty 8
Mugsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Kitchen tongsqty 8
Measuring cupsqty 2
Oven glovesqty 4
Food warmersqty 6
Ice cube traysqty 4

Equipment

Portable speaker
Wireless microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Laptop
Presentation remote

Decorations

Tableclothsqty 10
String lightsqty 6
Buntingqty 6
Flower arrangementsqty 8
Welcome sign
Table signsqty 12
Name badgesqty 70
Pensqty 30
Tapeqty 4
Scissorsqty 4
Poster puttyqty 4

Cleaning

Waste binsqty 6
Washing-up basinsqty 6
Spongesqty 8
Trash binsqty 4
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 3

Catering

Groceries

Tips

Book the venue and reserve essential equipment early, especially tables, chairs, a projector, a portable speaker and a wireless microphone. Confirm the room layout before creating the floor plan so the registration desk and buffet area fit comfortably.
Send invitations only after the programme basics are clear, then allow enough time to process and confirm registrations. Collect dietary requirements with the registration and prepare matching diet labels before catering arrives.
Complete the attendance list shortly before the meeting, rather than relying on an old registration export. Print name badges and programmes after the final confirmations so late changes do not leave people with incorrect information.
Plan the welcome area around the registration desk, name badges and route information. Set up tables, chairs and clothes racks before adding food or presentation equipment, leaving clear space for arrivals and movement between activities.
Leave fresh food, chilled drinks and technical checks until the final preparation window. Charge equipment, test the microphone and projector, chill drinks and check fresh produce on the day so problems are found before guests arrive.

Frequently asked questions

How far in advance should I plan an integration meeting?: Start venue, speaker and equipment planning at least 6 to 8 weeks before the meeting. Send invitations once the programme and registration details are ready, then keep the final week for confirmations, dietary labels and printing.
When should I send invitations for an integration meeting?: Send invitations around 4 to 6 weeks before the event if attendees need to register. Set a registration deadline about 10 to 14 days before the meeting so you have time to confirm attendance, collect dietary requirements and order catering.
How many chairs and tables do I need for an integration meeting?: Plan one chair per confirmed attendee, plus 5 to 10% spare capacity. Size the foldable tables, buffet tables, registration desk and high tables from the final attendance list and the planned room layout rather than estimating from the venue’s standard setup.
When should I prepare catering and drinks?: Order catering after the registration deadline, usually 10 to 14 days before the meeting, using the confirmed attendance and dietary information. On the day, prepare snacks, chill drinks and check fresh produce during the final few hours before guests arrive.

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.