Internationalization Day: what to arrange and when

An Internationalization Day brings together presentations, workshops, cultural booths, food and activities, so several workstreams need to move at once. Start with the date, program and registration process, then lock in speakers, workshop leaders, rooms and interpreters before ordering catering. In the final week, focus on translated materials, name badges, signage, presentations and equipment tests. Use the checklist below to keep participant information, room setup and event-day responsibilities in one clear plan.

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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

Publish the date and program
2 people
Send invitations
2 people
Open registrations
Keep participant lists
Collect dietary requirements
Confirm guest speakers
2 people
Confirm workshop leaders
2 people
Arrange cultural booths
2 people
Reserve workshop rooms
Calculate catering quantities
2 people
Place orders
2 people
Assign volunteers
2 people
Assign interpreter teams
2 people
Translate program
2 people
Design signage
Design name badges
Prepare worksheets
3 people
Prepare quiz questions
2 people
Create a music playlist
Collect presentations
Test the equipment
2 people
Create table arrangements
2 people
Check tableware stock
Check cold storage
Check first aid supplies
Clear fire exits
2 people
Check toilets
Print volunteer instructions
Print name badges
2 people
Print direction signs
Do the shopping
3 people
Check fresh produce
2 people
Chill drinks
2 people
Prepare snacks
5 people
Sort materials by booth
3 people
Set up reception desk
2 people
Set up tables and chairs
6 people
Set up cultural booths
8 people
Set up workshop rooms
4 people
Hang decorations
4 people
Set up signage
2 people
Connect the sound system
2 people
Test the projector and screen
2 people
Set up buffet
5 people
Prepare registration materials
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Assist with opening program
3 people
Lead the workshops
8 people
Staff cultural booths
12 people
Serve the buffet
6 people
Refill drinks
3 people
Facilitate presentations
3 people
Provide the music program
2 people
Inform visitors
3 people
Collect waste along the way
3 people
See off the last visitors
3 people

Aftercare

Catering breakdown
5 people
Clear tables and chairs
6 people
Switch off equipment
2 people
Dispose of waste
3 people
Clean rooms
5 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 18
Chairsqty 120
High tablesqty 6
Reception desk
Buffet tablesqty 4
Clothes racksqty 2

Tableware

Dinner platesqty 130
Dessert platesqty 130
Glassesqty 150
Coffee cupsqty 80
Mugsqty 50
Forksqty 130
Knivesqty 130
Spoonsqty 130
Serving spoonsqty 20

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 18
Serving trays with lidsqty 10
Pitchersqty 10
Thermos flasksqty 8
Corkscrewsqty 4
Kitchen tongsqty 8

Equipment

Laptopsqty 4
Projectorsqty 2
Projection screensqty 2
Wireless microphonesqty 3
Speakersqty 4
Mixing consolesqty 2
Extension cordsqty 8
Power stripsqty 8
USB sticksqty 4
Presentation clickersqty 2
Coolersqty 6
Food warmersqty 6

Decorations

Country flagsqty 30
World mapqty 2
Tableclothsqty 18
Paper garlandsqty 12
Balloonsqty 150
Name card holdersqty 30
Flower arrangementsqty 8
Photo backdrop

Lighting

String lightsqty 8
LED table lampsqty 12
Extension cordsqty 4

Sports equipment

World gamesqty 8
Skipping ropesqty 10
Soft ballsqty 10

Cleaning

Waste binsqty 12
Washing-up tubsqty 4
Cleaning bucketsqty 4
Mopsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 10

Catering

Groceries

Tips

Open registration early enough to collect dietary requirements and keep an accurate participant list. Set a clear closing date for registrations, then give the caterer the final headcount before placing the order.
Confirm guest speakers, workshop leaders and interpreter teams before publishing the final program. Ask speakers for their presentations and technical requirements at least one week before the event.
Reserve workshop rooms before assigning sessions, and check the layout for tables, chairs, projectors, screens and microphones. A room that works for a lecture may need a different arrangement for group activities.
Prepare translated programs, signage, name badges, worksheets and quiz questions before the final week. Print spare badges and keep a small set of blank ones at the reception desk for late changes.
Test every laptop, projector, screen, wireless microphone, speaker and mixing console in the actual rooms before participants arrive. Also check tableware, cold storage and first aid supplies rather than discovering shortages during catering setup.

Frequently asked questions

How far in advance should I plan an Internationalization Day?: Start planning at least 8 to 12 weeks before the event. That gives you time to publish the program, open registrations, confirm speakers and workshop leaders, reserve rooms, arrange interpreters and place catering orders.
When should I close registration for Internationalization Day?: Close registration 7 to 10 days before the event if catering depends on the participant count. Keep a short waiting list after that date and confirm dietary requirements before sending the final numbers to the caterer.
How many volunteers do I need for Internationalization Day?: Plan at least 1 volunteer at reception, 1 person responsible for each active workshop room, and 1 floating coordinator for every 4 to 5 rooms or activity areas. Add separate interpreter teams where sessions run in more than one language.
When should I test the event equipment?: Run a full equipment test 3 to 5 days before the event and repeat a quick check on the morning itself. Test presentations, projectors, screens, wireless microphones, speakers and the mixing console in their assigned rooms.

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.