Meet-and-Greet Afternoon Checklist

A meet-and-greet afternoon runs best when guest information, room layout and refreshments are settled before people arrive. Start by confirming the venue, date and programme, then track registrations and dietary requirements in one final guest list. On the day, allow time for name badges, signage, tables, coffee, tea, snacks and the buffet. This checklist keeps the preparation in order and highlights details that are easy to leave until the last hour.

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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 date and program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Record activities
2 people
Put together the music
Confirm supplier agreements
Create final guest list
Check the shopping list
2 people
Do the shopping
2 people
Set up non-perishable supplies
Keep fresh produce cool
Prepare name badges
2 people
Print the program and signage
Check space and accessibility
2 people
Set up tables and chairs
4 people
Set the tables
3 people
Set up the reception table
2 people
Hang decorations
3 people
Connect sound equipment
2 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Prepare bread meal
4 people
Set up the buffet and drinks
3 people
Brief volunteers
2 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Facilitate icebreaker activity
2 people
Facilitate discussion tables
4 people
Refill drinks
2 people
Serve snacks
2 people
Serve bread meal
4 people
Supervise activities
4 people
Serve last round of drinks
2 people
See off guests
3 people

Aftercare

Clear away food and waste
4 people
Wash dishes
3 people
Clean the room
4 people
Put furniture back
4 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover food
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
High tablesqty 4
Coat racksqty 2
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 70
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Serving plattersqty 8
Pitcherqty 6

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 6
Serving tongsqty 6
Serving spoonsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Bluetooth speaker
Extension cordsqty 4
Power stripsqty 4

Decorations

Name badgesqty 60
Table floral arrangementsqty 8
Balloonsqty 50
Buntingqty 6
Information boardsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom setsqty 2
Washing-up bowlsqty 3

Catering

Groceries

Tips

Close registrations and create the final guest list before printing name badges and the programme. Keep dietary requirements with the list so food can be labelled before guests arrive.
Check the room layout at least one day in advance, including accessibility, coat storage, table spacing and power access for the speaker. Do not wait until setup to discover that an extension cord is too short.
Keep fresh produce and other chilled items cool until serving, while setting out non-perishable supplies earlier. Prepare coffee and tea close to arrival time so hot drinks are ready without sitting for hours.
Set up the reception table before arranging the buffet. Place name badges, programme copies and information boards where every guest passes them, then check that serving platters, tongs and spoons are within reach.
Test the music and sound equipment before guests enter, including the Bluetooth speaker, power strips and extension cords. Leave at least 30 minutes for troubleshooting rather than connecting everything as people arrive.

Frequently asked questions

When should I send meet-and-greet invitations?: Send invitations at least 3 weeks before the afternoon so guests have time to register and share dietary requirements. Set a registration deadline 5 to 7 days before the event, leaving time to prepare the final guest list and badges.
How many name badges should I prepare for a meet-and-greet?: Prepare one badge for every registered guest, plus 5 to 10% extra for late additions or damaged badges. Print the final batch after registrations close, ideally 2 to 3 days before the event.
How early should I set up a meet-and-greet afternoon?: Start room setup 2 to 3 hours before guests arrive. Tables, chairs, decorations and signage can go in first; prepare coffee, tea, snacks and the buffet during the final 30 to 60 minutes.
How much coffee and tea do I need for a meet-and-greet?: Plan about 2 hot drinks per person for a two- to three-hour afternoon, with extra capacity for guests who stay longer. Have hot water, kettles or coffee machines ready before arrival and keep additional coffee or tea available throughout the programme.

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