Investor Day checklist: what to arrange and when

An Investor Day brings investors, speakers, presentations, catering, and technical setup together on one schedule. Start with the date, program, venue, and guest list, then move to invitations, registrations, travel details, and dietary requirements. In the final week, check every presentation, confirm catering, print badges and handouts, and test the projector, microphones, cables, and adapters. Use this checklist to keep the planning sequence clear and avoid last-minute gaps.

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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
Reserve venue
Confirm speakers
2 people
Select investors
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Share transportation information
Design name badges
Collect presentations
Check presentations
2 people
Book catering
Reserve technical supplies
Prepare parking information
Confirm registrations
Create final guest list
Print name badges
Print handouts
2 people
Put presentations on USB
Do the shopping
2 people
Confirm catering details
Inspect venue
2 people
Set up the space
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception desk
2 people
Lay out name badges
Lay out handouts
2 people
Install stage backdrop
2 people
Hang up signage
2 people
Test presentations
2 people
Test microphones
2 people
Check the lighting
Chill drinks
2 people
Set up coffee station
2 people
Set up buffet
3 people
Set out tableware
2 people
Check catering
2 people

Event

Staff the reception desk
2 people
Register guests
2 people
Serve welcome drinks
2 people
Announce the program
Facilitate presentations
2 people
Collect questions from the audience
Refill drinks
2 people
Refill coffee and tea
Serve snacks
3 people
Host the networking drinks reception
3 people
Restock the buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Clear tables
3 people
Serve dessert
2 people
Lead the closing speech
Serve farewell drinks
2 people
See off guests
2 people

Aftercare

Switch off equipment
2 people
Take down the decorations
3 people
Collect tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Clean the kitchen
2 people
Clean the room
3 people
Collect lost property
Hand over the venue
2 people
Return rental items
2 people
Store leftover groceries
2 people
Archive presentations
Send thank-you message
Follow up contact details

What to bring

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

Furniture

Rectangular tablesqty 10
Chairsqty 70
Reception desk
Buffet tablesqty 4
Stoolsqty 12
Speaker podium
Clothes racksqty 2

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Microphone stand
Presentation clickerqty 2
Power stripsqty 6
Extension cordsqty 6
Power banksqty 4
USB sticksqty 4

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 80
Dinner platesqty 80
Dessert platesqty 80
Knivesqty 80
Forksqty 80
Spoonsqty 80
Coffee spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Serving plattersqty 8

Decorations

Tablecloth setsqty 10
Name badge holdersqty 70
Name badgesqty 80
Program bookletsqty 80
Company flagsqty 4
Plantsqty 8
LED candlesqty 24
Pensqty 80
Notepadsqty 80
Directional signsqty 8
Presentation bannersqty 2

Lighting

LED light stringsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 8
Hand broomsqty 2
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Microfiber clothsqty 20
Toilet brushesqty 3

Catering

Groceries

Tips

Set the date and program before inviting anyone. Allow enough time for speaker confirmations, investor selection, invitations, registration processing, and a final guest-list check.
Collect dietary requirements with each registration and give the caterer a final count before the event. Confirm buffet tables, serving platters, plates, cutlery, glasses, and coffee service rather than assuming the venue supplies them.
Collect every presentation before the final week and check that it opens correctly on the event laptop. Save the approved files to USB sticks and bring HDMI cables, adapters, power strips, extension cords, and a presentation clicker.
Inspect the venue before setup day and map the reception desk, speaker podium, rectangular tables, chairs, buffet tables, and clothes racks. Check sightlines to the projection screen and leave clear routes for registration and catering.
Complete the final setup with printed name badges, handouts, parking information, and transportation details. Test wireless microphones, the microphone stand, projector, screen, laptop, and power connections before guests arrive.

Frequently asked questions

How far in advance should I organize an Investor Day?: Start at least 8 to 12 weeks ahead. This gives you time to reserve the venue, confirm speakers and investors, send invitations, process registrations, and finalize catering and technical requirements.
When should I send Investor Day invitations?: Send invitations about 6 to 8 weeks before the event, once the date, program outline, venue, and initial speaker list are confirmed. Set a registration deadline around 2 weeks before the event so you can confirm numbers and dietary requirements.
When should Investor Day presentations be finalized?: Ask speakers for their presentations at least 7 days before the event. Check each file on the event laptop, load the approved versions onto USB sticks, and keep a backup copy before setup begins.
What should I check on the day before Investor Day?: Inspect the venue, set up tables and seating, place the reception desk and podium, print badges and handouts, and confirm catering details. Allow at least 2 hours for the technical test, including the projector, screen, microphones, clicker, cables, adapters, and power.

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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.