Matchmaking event checklist

A matchmaking event needs more than a guest list and a room. You must collect the right information, build compatible matches, schedule several discussion rounds, and give guests clear instructions without exposing private details. This checklist puts the work in a practical order, from reserving the venue and creating the application form to testing the microphones and chilling drinks. Use it to keep registrations, match cards, catering, signage, hosts, and timing under control before guests arrive.

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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

Reserve venue
Confirm event date
Create a registration form
Set match criteria
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm registrations
Check match profiles
2 people
Assemble matches
2 people
Schedule discussion rounds
2 people
Send the match schedule
Determine catering quantities
2 people
Check the shopping list
Purchase materials
2 people
Print name badges
Print match cards
Print table signs
Print privacy signs
Prepare question cards
2 people
Test the equipment
2 people
Brief hosts
2 people
Update the registration list
Pick up fresh groceries
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Lay out match cards
2 people
Set up the buffet
3 people
Hang decorations
2 people
Set up sound and lighting
2 people
Prepare snacks
3 people
Do the final safety check
2 people

Event

Register guests
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Facilitate the match rounds
4 people
Give time signals
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Facilitate informal networking
3 people
See off guests and manage departure
2 people

Aftercare

Chill leftover food
2 people
Collect waste
3 people
Wash dishes
3 people
Put furniture back
4 people
Clean the venue
3 people
Switch off equipment
2 people
Inventory materials
2 people
Clean reusable items
2 people
Return rented items
2 people
Store leftover stock

What to bring

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

Furniture

High tablesqty 8
Seating tablesqty 10
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Cutlery setsqty 80
Serving plattersqty 12

Decorations

Name badgesqty 80
Table signsqty 18
Match cardsqty 100
Question cardsqty 120
Privacy signsqty 12
Balloonsqty 40
Table runnersqty 18
Pensqty 100
Wristbandsqty 80

Equipment

Wireless microphonesqty 2
Speakersqty 2
Music player
Extension cordsqty 4
Power stripsqty 4
Timersqty 3
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Drink dispensersqty 3
Ice cube traysqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 12

Cleaning

Trash bag holdersqty 6
Bucketsqty 3
Mopsqty 3
Spongesqty 6

Lighting

LED string lightsqty 6
Table lampsqty 8

Catering

Serving traysqty 10
Label holdersqty 20
Ice packsqty 12
Thermos flasksqty 4
Groceries

Tips

Set the match criteria before opening registration. Include the questions you will use to compare profiles, then allow enough time to review every registration before assembling matches.
Send confirmations as soon as registrations are processed, and send the final match schedule before the event. Guests should know their arrival instructions and discussion times at least 24 hours ahead.
Plan discussion rounds with a visible timer and printed match cards. Prepare question cards for each table so hosts can keep conversations moving when a round starts slowly.
Print name badges, table signs, privacy signs, and match cards only after the match list is checked. Keep a small number of blank badges and spare pens at the registration table for last-minute changes.
Finish the room setup before guests arrive: place registration, seating, and buffet tables, test speakers and wireless microphones, and put cold drinks out only after the final setup checks are complete.

Frequently asked questions

How far in advance should I start planning a matchmaking event?: Start at least 4 weeks before the event. Reserve the venue and confirm the date first, then leave 7 to 10 days for processing registrations, checking profiles, and preparing the match schedule.
When should I send the matchmaking schedule to guests?: Send it at least 24 hours before the event, preferably 48 hours ahead. This gives guests time to check their rounds and contact you if their registration details have changed.
How many discussion rounds should a matchmaking event have?: Plan 3 to 5 rounds for a typical event, depending on the number of participants and the length of the evening. Allow 10 to 15 minutes per round, plus 5 minutes for moving between tables.
When should catering quantities and dietary requirements be finalized?: Collect dietary requirements during registration and finalize quantities 3 to 5 days before the event. Buy fresh groceries and chill drinks on the event day, after the guest list has been updated.

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.