Introductory Day Checklist

An introductory day has several moving parts: registrations, dietary requirements, venue access, guided tour groups, catering, presentations, and games. Start with the date, programme, venue, and tour locations, then work through guest information and group assignments. During the final week, print the materials, prepare name badges, confirm the participant list, and check every piece of equipment. On the day itself, allow time for room setup, registration, testing the projector and microphone, and chilling drinks before guests arrive.

Organize this event for free with Lizzt

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
Reserve venue
Reserve tour locations
Assign guides to groups
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
2 people
Create groups for the tour
2 people
Order catering
Check game materials
2 people
Prepare presentation
2 people
Make name badges
2 people
Print group lists
Print route maps
Do the shopping
2 people
Chill drinks
2 people
Set out materials for each section
3 people
Check the venue and keys
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Lay out name badges
2 people
Set up the presentation area
3 people
Test projector and laptop
2 people
Set up game stations
4 people
Set up the buffet and drinks station
3 people
Mark guided tour routes
2 people
Prepare first aid and emergency information
Briefing for reception team
3 people
Give a briefing to group leaders
5 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out name badges
3 people
Serve coffee and tea
2 people
Deliver welcome presentation
2 people
Explain the program and house rules
2 people
Divide participants into groups
4 people
Guide tours
8 people
Take group photo
2 people
Lead icebreaker games
6 people
Refill drinks
2 people
Distribute snacks
3 people
Open the buffet
2 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Restock plates and cutlery
2 people
Empty trash bins
2 people
Announce evening program
Host team quiz
3 people
Operate the music and technical equipment
2 people
Refill drinks during the evening program
2 people
Announce the final round
See participants off safely
3 people

Aftercare

Clear away food and drinks
3 people
Collect and sort waste
3 people
Wash dishes and cutlery
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Switch off and pack up equipment
2 people
Clean the venue
4 people
Collect lost and found items
Hand over keys and venue
Return borrowed materials
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Reception desk
Buffet tablesqty 4

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Cutlery setsqty 100
Serving spoonsqty 8

Decorations

Name badgesqty 100
Name badge holdersqty 100
Tableclothsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Tapeqty 6
Directional signsqty 12

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving traysqty 8
Storage binsqty 10

Sports equipment

Conesqty 30
Ropeqty 4
Softballsqty 8
Hoopsqty 6

Catering

Groceries

Tips

Set the programme before inviting people, including the registration time, presentation slot, tour schedule, and game sections. Share one clear timetable so guides and participants know where they need to be.
Close registration early enough to process dietary requirements and create tour groups. Aim to finalise the participant list and group lists at least 2 days before the introductory day.
Check venue access and keys before the event day, then arrange tables, chairs, the reception desk, buffet tables, and the presentation area according to the programme. This prevents last-minute furniture changes.
Test the laptop, projector, projection screen, portable speaker, and wireless microphone together at least 1 hour before guests arrive. Check extension cords and power strips as part of the same test.
Prepare one set of materials for each section, including name badges, route maps, group lists, and game materials. Put drinks in coolers early enough to chill and set out reusable tableware before catering is served.

Frequently asked questions

How far in advance should I plan an introductory day?: Set the date, programme, venue, and tour locations several weeks ahead so reservations and guides can be confirmed. Send invitations early enough to leave at least 2 days for processing registrations and dietary requirements.
When should I finalise introductory day groups?: Finalise the participant list and divide people into tour groups at least 2 days before the event. Print the group lists and route maps after the groups are confirmed, not before.
How early should I set up an introductory day venue?: Arrive at least 2 hours before guests arrive for keys, tables, chairs, the reception desk, name badges, and presentation setup. Reserve the final hour for testing the laptop, projector, speaker, and microphone.
What equipment should I test before an introductory day?: Test the laptop, projector, projection screen, portable speaker, wireless microphone, extension cords, and power strips together at least 1 hour before arrival. Also check that game materials and section supplies are complete before registration opens.

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.