Mayor's Inauguration Checklist

A mayor’s inauguration needs a tight sequence: confirm the date and venue first, then build the ceremony around speakers, guests and press. Invitations, registrations and dietary requirements affect catering, seating and accessibility, so do not leave them until the final week. The last days are for confirming quantities, printing the run sheet and signage, testing microphones and screens, and checking the weather. Use this checklist to keep the ceremony, reception and media arrangements aligned.

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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

Confirm date and location
2 people
Prepare the ceremony program
2 people
Confirm speakers
2 people
Design invitations
2 people
Compile the guest list
3 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Check accessibility
2 people
Book catering
2 people
Reserve furniture
2 people
Reserve audio equipment
2 people
Inform the photographer
Confirm press list
2 people
Send agenda to speakers
Collect speeches
2 people
Make name badges
2 people
Print the run sheet
2 people
Print Signage
2 people
Test the equipment
2 people
Check the weather forecast
Create final guest list
2 people
Confirm catering quantities
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Clean the venue
4 people
Bring materials to the venue
4 people
Set up the entrance
3 people
Set up chairs
4 people
Set up tables
3 people
Set up the speaking table
2 people
Set up the sound system
3 people
Test microphones
2 people
Set up lighting
2 people
Hang decorations
3 people
Set out flowers
2 people
Set up registration desk
2 people
Lay out name badges
2 people
Lay out the programs
2 people
Set up the catering buffet
4 people
Make coffee and tea
2 people
Display snacks
3 people
Mark the press areas
Brief reception team
3 people

Event

Welcome speakers
2 people
Register guests
4 people
Hand out programs
2 people
Guide guests to their seats
3 people
Serve welcome drinks
4 people
Support the ceremony
2 people
Announce the speakers
Monitor sound level
Take photos
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Restock the buffet
3 people
Serve diet meals
2 people
Guide guests out
2 people
Collect lost property
2 people

Aftercare

Clear catering
4 people
Wash dishes
3 people
Separate waste
3 people
Remove decorations
3 people
Dismantle furniture
4 people
Dismantle audio equipment
3 people
Clean the venue
4 people
Return materials
4 people
Return borrowed items
2 people
Store photos securely
Send thank-you messages
2 people
Distribute press materials
2 people

What to bring

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

Furniture

Chairsqty 120
Tablesqty 12
Speaker table
Registration desk
Buffet tablesqty 4
High tablesqty 8
Coat racksqty 3
Coat racksqty 3
Waste binsqty 8

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 3
Mixer
Laptop
Presentation screen
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 12
Battery chargersqty 3
Walkie-talkiesqty 6
Camera
Mobile phone chargersqty 4

Tableware

Water glassesqty 140
Wine glassesqty 140
Coffee cupsqty 120
Platesqty 120
Pastry platesqty 140
Dinner platesqty 140
Dessert platesqty 140
Knivesqty 140
Forksqty 140
Spoonsqty 140
Coffee spoonsqty 120
Serving utensilsqty 20

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Hot traysqty 6
Coolersqty 6
Serving traysqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Pliersqty 8
Serving plattersqty 16
Carafesqty 12

Decorations

Dutch flagsqty 4
Municipal flagsqty 4
Flag standsqty 4
Flower arrangementsqty 8
Tablecloth setsqty 12
Chair coversqty 20
Balloonsqty 100
Balloon ribbonqty 2
Balloon weightsqty 12
Welcome sign
Program standsqty 4
Table numbersqty 12

Lighting

LED light stringsqty 8
LED spotlightsqty 4
Lanternsqty 8

Cleaning

Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Broom setsqty 3
Cleaning glovesqty 8

Catering

Groceries

Tips

Start the guest process early: send invitations with a clear response deadline, then allow at least 7 days to follow up on missing registrations, dietary requirements and accessibility requests.
Send the final agenda and speaking order to every speaker at least 3 days before the inauguration. Collect speeches in advance and keep a printed run sheet at the registration desk and speaker table.
Test the complete audio and presentation setup 1–2 days before the ceremony, including wireless microphones, active speakers, mixer, laptop, screen, extension cords and power strips. Keep rechargeable batteries charged and a spare microphone ready.
Confirm catering quantities after the final guest list is closed, preferably 3–5 days before the event. Plan the registration desk, buffet tables, seating, coat racks and waste bins so guests can move through the venue without blocking the ceremony area.
Check the weather forecast 24 hours before the event and again on the morning itself, especially if guests queue or move between locations. Give the photographer, press contacts and on-site team the final schedule and a reliable contact number.

Frequently asked questions

How far in advance should I send invitations for a mayor's inauguration?: Send invitations around 4–6 weeks before the ceremony, with the registration deadline set at least 10–14 days before the event. This leaves time to chase replies, collect dietary and accessibility requirements, and produce the final guest list.
When should I confirm the catering numbers for a mayor's inauguration?: Confirm the final guest count and catering quantities 3–5 days before the inauguration. Keep a small buffer for late confirmations, but base the order on registered guests and their dietary requirements rather than the original invitation list.
When should the equipment be tested for the inauguration ceremony?: Run a full equipment test 1–2 days before the ceremony and repeat the microphone and presentation check on the morning itself. Test every connection, battery, charger and power supply with the actual laptop, screen and speakers.
What should be prepared on the day of a mayor's inauguration?: Have the printed run sheet, signage, name badges, final guest list and speaker materials ready before registration opens. Set up the registration desk and seating early, chill drinks in advance, and assign one person to coordinate speakers, press and the photographer.

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