Meet-and-Greet Checklist

A meet-and-greet runs smoothly when visitors know where to go, the registration desk is ready, and the guest can move through photos, conversation, or signings without delays. Start by booking the space and setting a visitor limit, then manage invitations, registrations, dietary requirements, and catering. In the final days, prepare badges, signs, autograph materials, and the guest list. On the day, allow time for tables, chairs, queue barriers, lighting, cameras, refreshments, and a complete materials check.

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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 space and time slot
Determine visitor capacity
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Determine catering quantities
2 people
Send visitor confirmation
2 people
Create final guest list
Check accessibility
2 people
Confirm catering order
Prepare name badges
2 people
Prepare autograph materials
2 people
Make route and table signs
Do the shopping
2 people
Chill drinks
2 people
Check materials
2 people
Bring materials to the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Mark off the queue
2 people
Set up photo wall
2 people
Set up registration desk
2 people
Test lighting and camera
2 people
Set out snacks and drinks
3 people
Label dietary options separately

Event

Staff registration
3 people
Welcome guests
3 people
Hand out name stickers
2 people
Guide the meet-and-greet
4 people
Take photos
2 people
Restock autograph supplies
Refill drinks
2 people
Refill snacks
2 people
Check toilets
Collect waste along the way
2 people
Let visitors leave calmly
3 people

Aftercare

Dismantle materials
3 people
Wash dishes and glasses
2 people
Clean tables and chairs
2 people
Clean the room
3 people
Take out the trash
2 people
Register lost and found items
Count and store stock
2 people
Return rental items
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 100
Queue barriersqty 12
Tableclothqty 6

Tableware

Reusable glassesqty 120
Coffee cupsqty 40
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Serving spoonsqty 8

Equipment

Cameraqty 2
Camera tripodsqty 2
Ring lightsqty 2
Extension cordsqty 6
Power stripsqty 6

Decorations

Photo backdrop
Decorative bannersqty 6
Table décorqty 6

Lighting

Mood lightingqty 4

Office supplies

Name badgesqty 120
Pensqty 30
Permanent markersqty 12
Registration foldersqty 3
Printer paper
Tapeqty 6

Cleaning

Waste binsqty 8
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the visitor capacity before opening registration. Base it on the room layout, queue space, seating, and the time available for each visitor rather than on the room’s maximum occupancy alone.
Close registrations early enough to process dietary requirements and send confirmations. Create the final guest list before preparing name badges and registration folders so late changes do not create duplicate entries.
Plan the visitor flow before setting up tables and chairs. Keep the registration desk near the entrance, mark the queue clearly, and use route and table signs so visitors do not interrupt the photo or autograph area.
Test the camera, tripod, ring lights, extension cords, and power strips before guests arrive. Take one test photo from the planned position and check that cables are taped down and do not cross the queue.
Chill drinks and set out snacks close to opening time rather than during the main setup. Count reusable glasses, coffee cups, plates, cutlery, serving platters, and waste bins before bringing everything to the venue.

Frequently asked questions

How far in advance should I plan a meet-and-greet?: Start at least 4 to 6 weeks ahead if invitations, registration, catering, and venue access are involved. Use the final week for confirmations, the guest list, badges, signs, and materials; complete the room setup and equipment test on the day before opening.
How many visitors can I allow at a meet-and-greet?: Set the limit from the time available and the number of visitor stations, not just the room size. For example, with 3 hours and 2 minutes per visitor, one station can handle about 90 visitors before allowing for breaks, late arrivals, and transitions.
When should I confirm catering for a meet-and-greet?: Confirm the catering order after registration closes and dietary requirements have been checked, preferably 5 to 7 days before the event. Recheck the final headcount and any special meals 24 hours before delivery or collection.
What should I prepare the day before a meet-and-greet?: Prepare name badges, autograph materials, signs, registration folders, and the final guest list the day before. Also check the camera and lighting, charge or test equipment, and group materials so setup at the venue takes less time.

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.