Introduction meeting checklist

An introduction meeting runs smoothly when the details are handled in the right order. Start with the venue and programme, then manage invitations, registrations and dietary requirements before arranging suppliers and materials. In the final week, prepare name badges, collect presentations and test the laptop, projector and speaker. On the day, allow time to set up the reception table, seating, refreshments and welcome signs before the first 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

Reserve venue
Finalize the program
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Reserve materials
Confirm suppliers
Update participant list
Prepare name badges
2 people
Create the room layout
2 people
Collect presentations
Test the equipment
2 people
Send reminder
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out tableware
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Lay out name badges
Hang decorations
2 people
Set up the buffet
3 people
Make coffee and tea
2 people
Set up lights and music
2 people
Check the space and toilets
2 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Lead the introduction round
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Remove waste periodically
See guests off
2 people

Aftercare

Pack leftovers safely
2 people
Dismantle furniture
3 people
Wash dishes
3 people
Clean the room
3 people
Remove decorations
2 people
Switch off the equipment
2 people
Return borrowed equipment
2 people
Process lost and found items
Send follow-up to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Coat racksqty 2

Tableware

Reusable glassesqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 6

Decorations

Name badgesqty 60
Tableclothsqty 8
Balloonsqty 50
Buntingqty 6
Welcome sign

Equipment

Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Cutting boardsqty 3

Lighting

Atmosphere lightsqty 6
String lightsqty 4

Cleaning

Waste binsqty 4
Cleaning clothsqty 12

Catering

Groceries

Tips

Reserve the venue and confirm the programme before sending invitations. Give invitees a clear response deadline, then keep the participant list updated as registrations come in.
Collect dietary requirements with each registration, not a few days before the meeting. Use the final list to plan snacks and label anything that needs special attention.
Collect presentations before the event and test the laptop, projector, projection screen and portable speaker at least one day in advance. Check extension cords and have a backup copy of every presentation.
Prepare name badges and the reception table before guests arrive. Lay the badges out alphabetically or by registration order so check-in does not become a queue.
Finish the room setup before the welcome time: place tables and chairs, set out tableware, chill drinks, prepare coffee and tea, and leave at least 30 minutes for last-minute fixes.

Frequently asked questions

How far in advance should I send introduction meeting invitations?: Send invitations about 3 to 4 weeks before the meeting, with a registration deadline around 7 days beforehand. This leaves time to update the participant list, collect dietary requirements and confirm materials.
When should I test the equipment for an introduction meeting?: Test the laptop, projector, screen, speaker and extension cords at least 24 hours before the meeting. Repeat a quick check 30 minutes before guests arrive, especially if the equipment was moved.
How early should I arrive to set up an introduction meeting?: Arrive 90 to 120 minutes before the start time when you need to arrange tables, chairs, the reception desk, decorations and refreshments. Keep the final 30 minutes for name badges, coffee and technical checks.
How many name badges should I prepare for an introduction meeting?: Prepare one badge for every registered participant, plus at least 5 blank spare badges. Print or write the final set after the registration deadline so late changes do not create confusion at check-in.

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.