Market consultation checklist

A market consultation needs more than a confirmed date and a list of attendees. You need a clear programme, timely registration, prepared speakers, usable discussion materials and a room that works for both presentations and group input. Use this checklist to plan the consultation from the first objective through venue setup and sign-in. It also helps you catch details that are often left until the last day, such as dietary requirements, presentation files, name badges and compatible cables.

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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 the goal and program
2 people
Compile the participant list
2 people
Send invitations
2 people
Process registrations
Send reminder
Collect dietary requirements
Share the program and route
Confirm speakers and moderators
2 people
Collect presentations and documents
Prepare questions and discussion topics
2 people
Create the discussion layout
2 people
Reserve venue
Order catering
Test the equipment
2 people
Make name badges
2 people
Print attendance list
Print handouts
2 people
Do the shopping
2 people
Bring materials to the venue
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up the presentation equipment
2 people
Set up catering
3 people
Put up signage
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name badges
Serve coffee and tea
2 people
Explain the opening and program
Facilitate presentations
2 people
Refill drinks
2 people
Serve break snacks
2 people
Facilitate discussion tables
6 people
Collect conversation notes
3 people
Set up the buffet
3 people
Serve the buffet
4 people
Moderate the Q&A
2 people
Register final questions
2 people
Announce the closing
See participants off
2 people

Aftercare

Clear away food and drinks
3 people
Switch off the equipment
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
2 people
Pack up materials
2 people
Return borrowed items
Process the attendance list
Organize discussion notes
2 people
Send thank-you message
Prepare feedback
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 80
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 6
Pouring jugsqty 6

Equipment

Laptopqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 4
Flip chartsqty 6
Flipchart markersqty 12

Office supplies

Name badgesqty 80
Labelsqty 100
Ballpoint pensqty 80
Notepadsqty 80
Sticky notesqty 12
Foldersqty 10
Printer paperqty 2
Paper tapeqty 6
Scissorsqty 4
Directional signsqty 20

Cleaning

Waste binsqty 6
Waste sorting binsqty 3
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 6
Serving spoonsqty 8
Thermos flasksqty 6
Groceries

Tips

Set the objective and programme before inviting participants. Allow enough time for registration, questions and discussion rather than filling every minute with presentations.
Send invitations with a firm registration deadline, then send a reminder before it closes. Use the registration list to collect dietary requirements and prepare the attendance list.
Ask speakers and moderators for their presentations and supporting documents several days before the consultation. Test every file on the event laptop and check that the HDMI connection works with the projector.
Plan the room around the discussion format, not just the number of chairs. Mark the registration desk, buffet tables, presentation area and signage before participants arrive.
Finish the physical setup at least 60 minutes before registration opens. Test microphones, speakers and projection, place name badges and handouts at the desk, and keep extension cords and power strips out of walkways.

Frequently asked questions

How far in advance should I send market consultation invitations?: Send invitations at least 3 to 4 weeks before the consultation when possible. Set a registration deadline around 7 days before the event so you can confirm numbers, dietary requirements, catering and room layout.
When should I confirm speakers for a market consultation?: Confirm speakers and moderators no later than 2 weeks before the consultation. Request their presentations and documents at least 3 to 5 working days in advance, leaving time to test files and resolve missing content.
How much setup time is needed for a market consultation?: Reserve at least 60 minutes for room setup and another 30 minutes for equipment checks. A larger room or multiple microphones may require 90 minutes or more before registration starts.
What should I prepare for market consultation registration?: Prepare the printed attendance list, name badges, pens and any folders or handouts before the desk opens. Have one person manage sign-in for every 30 to 50 participants, especially during the first 15 minutes.

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