Introductory day checklist

An introductory day needs more than a program and a room. You need a reliable participant list, confirmed workshop leaders, dietary information, catering quantities, room layouts and working presentation equipment. Start with the date and schedule, then move through registrations, suppliers and materials before preparing the venue. This checklist helps you keep the planning in the right order and catch details that are often left until the last morning, such as name badges, parking information and the reception desk.

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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

Set the date and program
2 people
Create participant list
Send invitations
2 people
Process registrations
Collect dietary requirements
Share the program with participants
Confirm workshop leaders
2 people
Choose activities and games
3 people
Calculate food and drink quantities
2 people
Place catering order
2 people
Take inventory of supplies
2 people
Make reservations
Create the room layout
2 people
Print the run sheet
Share team contact details
Check participant list
2 people
Share dietary requirements with catering
Do the shopping
3 people
Collect materials
3 people
Share route and parking
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Lay out name badges
2 people
Hang up the program
Hang decorations
3 people
Connect sound equipment
2 people
Test presentation
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks
4 people
Set up the dinner buffet
4 people
Check safety and escape routes
2 people
Hold team briefing
6 people

Event

Set up the reception team
3 people
Register participants
3 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Deliver welcome presentation
2 people
Lead a tour
3 people
Lead the introduction game
4 people
Serve coffee and tea
3 people
Refill drinks
2 people
Refill snacks
2 people
Lead the workshops
6 people
Check the workshop rooms
2 people
Open the dinner buffet
2 people
Serve dinner
4 people
Serve diet meals
2 people
Keep buffet and tables clean
2 people
Support the evening activity
4 people
Provide music
Serve dessert and coffee
3 people
Take group photo
2 people
Host the informal drinks reception
3 people
Announce the final round
See participants off safely
3 people

Aftercare

Store leftovers in the fridge
3 people
Collect and sort waste
3 people
Collect tableware and glasses
3 people
Clean the kitchen
3 people
Clean the rooms
4 people
Put tables and chairs back
4 people
Remove decorations
2 people
Switch off equipment
2 people
Gather borrowed items
2 people
Return materials
2 people
Clear away leftover stock
2 people
Register lost property
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 8
Coat racksqty 2

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 100
Wine glassesqty 70
Coffee spoonsqty 60
Dinner cutlery setsqty 70
Serving spoonsqty 8

Catering

Thermos flasksqty 6
Serving plattersqty 12
Serving tongsqty 8
Drink cratesqty 6
Coolersqty 4
Groceries

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Audio mixer
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6
Tripodsqty 2

Decorations

Name badge holdersqty 60
Name badgesqty 70
Pensqty 70
Balloonsqty 100
Balloon pumpqty 2
Buntingqty 8
Tableclothsqty 12
Vasesqty 10
Chalkboardsqty 6
Directional signsqty 10
Sticky tackqty 4
Painter's tapeqty 6

Lighting

String lightsqty 4
Standing lampsqty 4

Sports equipment

Soft ballsqty 8
Hoopsqty 6
Conesqty 20
Skipping ropesqty 6
Blindfoldsqty 10
Scoreboardsqty 4
Stopwatchesqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Microfiber clothsqty 20

Tips

Set the date and program before sending invitations. Include registration details and a clear deadline so you have time to process responses, collect dietary requirements and share the final program.
Confirm workshop leaders and activities several weeks ahead, then check what each session needs. Test the laptop, projector, screen, speakers and microphone before participants arrive rather than during the opening.
Use the final participant count to calculate food and drinks. Allow time to pass dietary requirements to the caterer, and check that you have enough plates, cups, glasses, cutlery, serving utensils, coolers and thermos flasks.
Prepare the room layout on paper before setup day. Mark the reception desk, tables, chairs, buffet tables, coat racks and presentation area so the team can arrange the rooms without making decisions on the spot.
Print the run sheet and share team contact details before opening the venue. Keep the checked participant list, name badges, route and parking information at reception, and inspect every room before guests enter.

Frequently asked questions

How far in advance should I plan an introductory day?: Set the date and basic program at least 6 to 8 weeks ahead. Aim to confirm workshop leaders, catering and room reservations no later than 3 weeks before the event.
When should I send invitations for an introductory day?: Send invitations 4 to 6 weeks before the day, with a registration deadline at least 10 to 14 days before it. That leaves time to process registrations and share dietary requirements with catering.
How do I calculate food and drinks for an introductory day?: Base the order on the final participant count and the length of the program. For a full-day event, plan water throughout the day, coffee or tea at breaks, and enough lunch portions for every registered participant plus a small buffer of around 5 to 10 percent.
What should I check on the morning of an introductory day?: Open the venue at least 2 hours before the first arrival. Check the rooms, furniture, reception desk, equipment, catering setup, participant list and name badges before welcoming guests.

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