International Women’s Day celebration checklist

Use this checklist to organise an International Women’s Day celebration from the first booking to the final room check. Start by confirming the date and venue, then build the programme, contact speakers and performers, and open registrations. As the event gets closer, collect dietary and speaker information, confirm catering, test presentation equipment and assign volunteers. On the day, allow time to arrange tables, chairs, the reception desk and stage area before guests arrive.

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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 location
2 people
Compile program
3 people
Contact speakers and performers
2 people
Make reservations
Check permits
Draft invitations
2 people
Send invitations
2 people
Post promotion on social media
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Develop the run sheet
2 people
Assign volunteers
2 people
Order catering
Test the equipment
2 people
Print the visitor list
Prepare name badges
2 people
Do the shopping
3 people
Prepare snacks
4 people
Bring materials to the venue
3 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Clear the stage area
2 people
Hang up decorations
3 people
Set up the photo wall
2 people
Connect lights and cables
2 people
Test music playback
2 people
Test microphones
2 people
Lay out presentation materials
Chill drinks
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Display snacks
3 people
Check toilets
Briefing for reception team
4 people

Event

Open the doors
2 people
Register visitors
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Give the opening speech
Guide speakers
2 people
Announce the program
Moderate the panel discussion
2 people
Serve snacks
4 people
Refill drinks
2 people
Refill coffee and tea
2 people
Collect tableware
2 people
Support the workshop space
2 people
Coordinate the music performance
2 people
Open the buffet
3 people
Restock the buffet
3 people
Mark dietary options
Clear tables
3 people
Guide the final program item
2 people
Deliver the closing remarks
Wave goodbye to visitors
3 people

Aftercare

Switch off equipment
2 people
Pack leftovers safely
2 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Put furniture back
3 people
Remove decorations
3 people
Load materials
3 people
Return borrowed items
2 people
Store leftover groceries
2 people
Register lost and found items
Send thank-you message
Archive photos securely

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 120
Buffet tablesqty 4
Reception desk
High tablesqty 8
Tableclothsqty 14
Lectern
Speaker chairsqty 6

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Water glassesqty 140
Wine glassesqty 120
Coffee spoonsqty 100
Tablespoonsqty 120
Forksqty 120
Knivesqty 120
Serving utensilsqty 16

Equipment

Bluetooth speakerqty 2
Wireless microphonesqty 3
Microphone standqty 2
Extension cordsqty 6
Power stripsqty 6
Laptop
HDMI cableqty 2
Projector
Projector screen

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's cutleryqty 4
Serving plattersqty 12
Serving trays with lidsqty 8
Thermos flasksqty 6
Ice cube traysqty 4

Decorations

Buntingqty 6
Paper fansqty 20
Table decorationsqty 12
Photo backdrop
Flower vasesqty 8

Lighting

LED light stringsqty 6
LED lampsqty 8
Cable matsqty 8

Cleaning

Waste binsqty 6
Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the programme before sending invitations. Speakers and performers need clear arrival times, session lengths and technical requirements; include those details in the run sheet.
Set a registration deadline several days before the event so you can print the visitor list, prepare name badges and give the caterer an accurate headcount. Collect dietary requirements at the same time.
Test the laptop, HDMI cable, projector, screen and wireless microphones at the venue before event day. Check every power strip and extension cord, and keep a microphone stand available for speakers who need both hands.
Plan the room layout around the programme rather than fitting furniture in afterwards. Leave a clear route to the reception desk, enough space between folding chairs and an unobstructed stage area.
Bring materials, badges, catering supplies and presentation equipment to the venue before opening time. Coffee machines, kettles, cups, water glasses and serving utensils are easy to overlook when several volunteers are setting up at once.

Frequently asked questions

How far in advance should I organise an International Women’s Day celebration?: Confirm the date, venue and main programme at least 6–8 weeks ahead. Contact speakers and performers before publishing invitations, then leave the final 7 days for registrations, dietary details, equipment checks and volunteer assignments.
When should I send invitations for an International Women’s Day event?: Send invitations once the date, location and main programme are confirmed, ideally 4–6 weeks before the celebration. Set a registration deadline several days before the event so catering and name badges can be finalised.
How many microphones and speakers do I need for an International Women’s Day celebration?: Plan one wireless microphone for the host and one for audience or panel use, unless the format requires more simultaneous speakers. Test the microphones, Bluetooth speaker, laptop, HDMI connection and projector at least 24 hours before opening.
What should I prepare the day before an International Women’s Day event?: Finalise the run sheet, print the visitor list, prepare name badges, confirm catering and pack the equipment and materials. Complete the technical test and check that volunteers know their arrival times before the venue opens.

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