Investor Day checklist: what to arrange and when

An Investor Day combines presentations, networking, catering and a tightly managed guest list. Start with the program and venue, then coordinate speakers, invitations and registrations before preparing the room and materials. The final checks are easy to underestimate: dietary requirements, presentation files, route information, name badges, cables and chilled drinks all need a clear owner. This checklist covers the full run-up, from the first planning decisions to cleaning the venue after the event.

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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

Develop the program and schedule
2 people
Reserve venue
Book catering
Confirm speakers and presenters
Compile the participant list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check registrations and dietary requirements
Send Parking and Route Details
Send reminder to participants
Request presentations
Check presentations
2 people
Make name badges
2 people
Print participant list
Print programs
Make route and hall signs
Prepare network layout
2 people
Assemble welcome folders
2 people
Pass catering needs on to the caterer
Do the shopping
3 people
Check and store groceries
2 people
Chill drinks
2 people
Test equipment and cables
2 people
Clean the venue
3 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
3 people
Set up projector and screen
2 people
Set up microphones and speakers
2 people
Retest presentations
2 people
Hang up decorations
3 people
Lay out name badges
Prepare welcome folders
2 people
Set up buffet tables
3 people
Set up the coffee and tea station
2 people
Prepare snacks
4 people
Prepare the dinner buffet
4 people
Place waste stations
2 people
Check the hall and entrance
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Deliver the opening presentation
2 people
Technically support presentations
2 people
Collect questions from the audience
Refill coffee and tea
2 people
Serve snacks
4 people
Refill drinks
2 people
Guide networking tables
3 people
Open the dinner buffet
2 people
Refill the dinner buffet
4 people
Serve special meals separately
2 people
Restock plates and cutlery
2 people
Clear tables during the event
3 people
Refill drinks during dinner
2 people
Deliver closing remarks
See off guests and manage departure
3 people
Collect lost items
2 people

Aftercare

Dismantle the buffet immediately
3 people
Pack leftovers safely
2 people
Wash dishes and glasses
3 people
Clear tables and chairs
4 people
Disconnect and pack equipment
2 people
Remove decorations and signage
2 people
Sort and remove waste
3 people
Clean the kitchen and buffet
3 people
Clean the hall and restrooms
3 people
Return borrowed materials
2 people
Handle lost and found
Send thank-you message to participants
Archive photos and files

What to bring

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

Furniture

Rectangular tablesqty 8
Tall bar tablesqty 6
Chairsqty 70
Registration desk
Buffet tablesqty 4
Lounge armchairsqty 8
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 75
Dessert platesqty 75
Coffee cupsqty 70
Water glassesqty 100
Wine glassesqty 75
Coffee spoonsqty 75
Dinner cutlery setsqty 75
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Decorations

Tableclothsqty 14
Table runnersqty 8
Name badgesqty 70
Program flyersqty 70
Welcome foldersqty 70
Directional signsqty 8
Table number cardsqty 14
Flower arrangementsqty 8
Balloon bundlesqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 8
Presentation clicker
Power banksqty 4

Lighting

Atmosphere lightsqty 10
LED light stringsqty 4
Emergency lightsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knivesqty 4

Cleaning

Trash bagsqty 80
Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Washing-up tubsqty 3
Towelsqty 12

Catering

Groceries

Tips

Set the program and schedule before sending invitations. Include presentation slots, breaks, catering times and networking periods so speakers and guests know what to expect.
Send invitations only after the venue, date and main program are confirmed. Close registrations early enough to check the participant list, dietary requirements and parking or route information before the reminder goes out.
Request presentation files before the event and check every deck on the actual laptop and projector. Allow time to fix missing fonts, videos, aspect-ratio problems or cables rather than discovering them during the first session.
Prepare guest materials in batches: print the participant list and programs, make name badges, and assemble welcome folders before arrival day. Keep extra blank badges available for late registrations or spelling corrections.
Run a room and catering check on the final day. Test the projector and cables, confirm the room layout and signs, pass the final catering needs to the caterer, and chill drinks early enough for service.

Frequently asked questions

How far in advance should I plan an Investor Day?: Start planning at least 8 to 12 weeks ahead, especially if the date depends on senior speakers or a specific venue. Fix the program and venue first, then allow time for invitations, registrations and presentation checks.
When should Investor Day invitations be sent?: Send invitations once the venue, date and core schedule are confirmed, ideally 4 to 6 weeks before the event. Set a registration deadline about 7 to 10 days before the day so you can verify numbers and dietary requirements.
When should presentations be collected for an Investor Day?: Ask speakers for their presentations at least 5 business days before the event and check them immediately. Request final versions no later than 24 hours before the first session, then test them on the event laptop and projector.
What should I check the day before an Investor Day?: Check the room layout, signs, name badges, programs, welcome folders, participant list, catering numbers and dietary requirements. Test the projector, screen, laptop and cables, and make sure drinks and other groceries are stored and ready.

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