Investor matchmaking event checklist

An investor matchmaking event works best when investor criteria and startup profiles are collected before you build the schedule. Start by defining who should meet whom, then handle invitations, registrations, venue planning, catering, and audiovisual needs. In the final week, confirm dietary requirements, check presentations, assign conversation tables, and send clear arrival information. This checklist keeps the matching process, pitch order, and on-site setup connected from the first invitation to the last discussion round.

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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

Define investor profile
2 people
Define the target group for startups
2 people
Set up the registration form
Compile investor list
2 people
Compile startup list
2 people
Send invitations
2 people
Reserve venue
Book catering
Reserve audiovisual equipment
Process registrations
2 people
Collect dietary requirements
Collect investment criteria
2 people
Check startup profiles
2 people
Set matching criteria
2 people
Make provisional matches
3 people
Plan discussion rounds
2 people
Record the pitching order
2 people
Create the program
2 people
Send participant confirmations
Send directions
Collect pitch presentations
Check presentations
2 people
Create floor plan
Number the conversation tables
Prepare name badges
2 people
Prepare matching cards
2 people
Set up pitch timers
Set up the registration desk
Check accessibility
Check parking information
Confirm registrations again
2 people
Provide dietary requirements
Confirm catering order
Coordinate deliveries
Take inventory of supplies
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare materials
2 people

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up discussion tables
3 people
Connect the technical equipment
2 people
Test presentations
2 people
Set up catering and buffet tables
3 people
Sort name badges
2 people
Briefing for reception team
2 people
Register participants
3 people
Serve welcome drinks
2 people
Guide the opening presentation
2 people
Support the pitch round
3 people
Monitor the schedule
Serve snacks
3 people
Refill drinks
2 people
Facilitate matching rounds
4 people
Direct participants to tables
3 people
Hand out conversation cards
2 people
Restock the buffet
3 people
Host the networking drinks reception
3 people
Collect contact details
2 people
Announce the final round
See participants off
3 people
Store leftovers safely
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Put furniture back
4 people
Clean rooms
3 people
Disconnect equipment
2 people
Check materials
2 people
Return borrowed materials
2 people
Securely archive match data
Send thank-you message
Forward follow-up contacts
2 people
Process expenses and invoices

What to bring

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

Furniture

Cocktail tablesqty 8
Conversation tablesqty 12
Chairsqty 90
Buffet tablesqty 4
Registration desk
Stoolsqty 12
Table linenqty 16
Clothing rack

Tableware

Wine glassesqty 100
Water glassesqty 100
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving tongsqty 12
Coffee potsqty 4
Water jugsqty 8

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Mixer
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation clicker
Mobile chargersqty 4
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Pitch timersqty 2

Office

Name badge holdersqty 90
Badge lanyardsqty 90
Registration listsqty 6
Matching cardsqty 100
Conversation cardsqty 100
Program flyersqty 100
Pensqty 40
Clipboardsqty 6
Tapeqty 4
Scissorsqty 4
Markersqty 12
Notepadsqty 30

Decorations

Welcome sign
Table signsqty 12
Directional signsqty 8
Flower arrangementsqty 8
Table numbersqty 12

Lighting

Standing lampsqty 6
Mood lightingqty 4

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Define the investor profile and startup target group before sending invitations. Collect investment criteria and startup information in the registration form so you can compare participants instead of matching from incomplete emails.
Set a registration deadline at least 7 days before the event. Use the final list to check startup profiles, confirm attendance, and make provisional matches before publishing the discussion schedule.
Plan discussion rounds with a fixed duration and a short changeover. Number the conversation tables, record the pitching order, and include enough time for participants to find their next match.
Check every presentation on the actual laptop and projector at least 24 hours in advance. Test the wireless microphones, speakers, mixer, HDMI cables, extension cords, and power strips before guests arrive.
Build the floor plan around registration, pitching, catering, and conversations. Place the registration desk and name badges at the entrance, and check that conversation tables, chairs, cocktail tables, buffet tables, glasses, coffee cups, and serving equipment fit without blocking movement.

Frequently asked questions

How early should I send invitations for an investor matchmaking event?: Send the first invitations 4 to 6 weeks before the event. Set a registration deadline 7 to 10 days before the event so you still have time to review profiles and make matches.
When should investor-startup matches be finalized?: Create provisional matches as soon as registrations close, then finalize them 3 to 5 days before the event. Send participant confirmations and the discussion schedule after the final review.
How long should investor matchmaking discussion rounds be?: Allow about 15 to 20 minutes per conversation, followed by 5 minutes to change tables. A program with six rounds therefore needs roughly 2 to 2.5 hours, excluding pitching and breaks.
When should presentations and AV equipment be checked?: Collect pitch presentations no later than 3 days before the event and test them on the event laptop and projector at least 24 hours beforehand. Test microphones, speakers, cables, and power supplies again during setup.

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.