Introduction evening checklist

An introduction evening runs smoothly when the guest list, programme and practical setup are organised in the right order. This checklist covers the work from reserving the venue and sending invitations to preparing name badges, testing the sound system and welcoming guests. Pay close attention to dietary requirements, arrival flow and refreshments: these are often left until the last minute. Use the task list to assign responsibilities and work backwards from the start time.

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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
Develop the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Brief hosts
2 people
Do the shopping
2 people
Collect materials
2 people
Prepare name badges
2 people
Print name badges
Create a music playlist
Charge equipment
Chill drinks
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Hang decorations
2 people
Put up directional signs
Test sound equipment
2 people

Event

Staff the welcome desk
2 people
Register guests
2 people
Hand out name badges
2 people
Explain the program
Facilitate icebreaker activity
3 people
Serve snacks
3 people
Refill drinks
2 people
Mark non-diet snacks
Present the association
2 people
Answer guest questions
2 people
Restock the buffet
2 people
Clear tables in between
2 people
Give farewell and follow-up information
2 people

Aftercare

Pack leftover food
2 people
Switch off equipment
2 people
Remove decorations
3 people
Put furniture back
4 people
Wash dishes
3 people
Collect waste
2 people
Clean rooms
3 people
Hand over keys and venue
Return borrowed materials
2 people
Archive attendance list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Clothes racksqty 2
Registration desk

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Serving utensilsqty 10

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Buntingqty 8
Balloonsqty 60
Tableclothsqty 8
Vasesqty 6
Flower arrangementsqty 6

Lighting

Atmosphere lightsqty 6

Office supplies

Name badgesqty 80
Pensqty 20
A4 printing paperqty 100
Tapeqty 4
Directional signsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Set a registration deadline at least 5–7 days before the evening. Use the final list to confirm attendance, record dietary requirements and prepare name badges without last-minute corrections.
Finish the programme and brief the hosts at least 2 days beforehand. Include who welcomes guests, introduces each part of the evening and handles questions or delays.
Plan the welcome area for the first 15 minutes: place the registration desk near the entrance, keep name badges and pens ready, and put up directional signs before guests arrive.
Complete the room setup 60–90 minutes before the start. Arrange tables and chairs, set out coffee and tea, hang decorations, and check that clothes racks and waste bins are easy to find.
Test the microphone and portable speakers before doors open, then check extension cords and power strips for safe placement. Chill drinks and prepare snacks early enough that the welcome team is not still serving when guests arrive.

Frequently asked questions

How far in advance should I plan an introduction evening?: Reserve the venue and define the programme at least 4–6 weeks ahead. Send invitations as soon as the date, location and main schedule are confirmed, then close registrations 5–7 days before the event.
When should I send invitations for an introduction evening?: Send them 3–4 weeks before the evening so guests have time to register and share dietary requirements. Send a confirmation or practical reminder 2–3 days before the event.
How early should I arrive to set up an introduction evening?: Allow 90 minutes for a full setup, especially if you need to arrange tables, chairs, the registration desk, decorations and refreshments. Schedule the sound check at least 30 minutes before guests arrive.
How many name badges and drinks do I need for an introduction evening?: Prepare one name badge per confirmed guest, plus 5–10% spare badges for corrections or unexpected arrivals. For the first hour, plan on 2–3 drinks per person, with coffee, tea and water available throughout.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.