Meet and greet evening checklist
A meet and greet evening needs more than invitations and a room. You need a clear flow between registration, introductions, presentations, refreshments and any tours or activities. This checklist helps you work through the plan in the right order, from reserving rooms and opening registrations to testing microphones and setting out name labels. It also highlights details that are often left until the last minute, such as dietary requirements, access keys, cooled drinks and presentation files.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Set the date and program
2 people
Reserve rooms and spaces
Create the evening floor plan
2 people
Send the schedule to staff
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Confirm registrations
Prepare name labels
2 people
Collect presentations
Check presentations
2 people
Determine the tour route
2 people
Determine activities per room
3 people
Order catering
Check supplies
2 people
Test the equipment
2 people
Arrange keys and access
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Assemble info packs
3 people
Sort name labels
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Display information materials
2 people
Hang decorations
3 people
Put up route signs
2 people
Set up local activities
6 people
Set up the presentation area
3 people
Set up the cloakroom
2 people
Check toilets
2 people
Carry out safety checks
2 people
Briefing for reception team
3 people
Give the guide briefing
4 people
Brief the activity team
6 people
Event
Welcome guests
4 people
Check off registrations
2 people
Hand out name tags
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Host the opening
2 people
Guide tours
6 people
Staff information points
8 people
Assist trial lessons
6 people
Answer parents’ questions
4 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Check toilets periodically
Guide the photo moment
2 people
Announce the closing
See off guests
4 people
Aftercare
Collect tableware
3 people
Clear away food and drinks
3 people
Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Clear the reception desk
2 people
Collect lost and found items
Check doors and windows
2 people
Return keys
Store leftover materials
2 people
Return borrowed materials
2 people
Send thank-you message
Answer outstanding questions
2 people
Share photos with participants
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 12
- Chairsqty 120
- High tablesqty 4
- Coat racksqty 3
- Stoolsqty 12
Tableware
- Coffee cupsqty 100
- Tea glassesqty 100
- Water glassesqty 120
- Platesqty 120
- Pastry forksqty 120
- Teaspoonsqty 100
- Serving utensilsqty 12
- Serving plattersqty 12
- Coffee potsqty 6
- Teapotsqty 4
- Water jugsqty 12
- Milk jugsqty 6
- Sugar bowlsqty 6
- Serving tongsqty 12
Equipment
- Coffee machinesqty 3
- Kettlesqty 3
- Coolersqty 4
- Extension cordsqty 6
- Power stripsqty 8
- Laptopsqty 4
- Projectorsqty 3
- Projection screensqty 3
- Speakersqty 2
- Microphonesqty 2
- HDMI cablesqty 4
- Presentation Clickersqty 3
- Charging cablesqty 6
Decorations
- Balloonsqty 100
- Balloon pumpqty 2
- Buntingqty 12
- Tableclothsqty 12
- Flower arrangementsqty 6
- Menusqty 12
- Photo backdrop
- Tapeqty 6
- Ropeqty 3
Catering
- Groceries
Kitchen
- Cutting boardsqty 6
- Chef’s knives and bread knivesqty 8
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Coolersqty 6
- Thermos flasksqty 8
- Storage binsqty 12
- Kitchen tongsqty 8
- Oven mittsqty 4
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broomsqty 3
- Dustpan and brushqty 3
- Spongesqty 12
- Cleaning glovesqty 8
- Waste binsqty 10
Lighting
- LED light stringsqty 6
- Table lampsqty 8
Presentation
- Whiteboardsqty 4
- Flip chartsqty 4
- Flip chart paperqty 8
- Markersqty 24
- Pensqty 50
- Information foldersqty 120
- Name labelsqty 140
- Badge holdersqty 120
- A4 printing paperqty 2
- Route signsqty 20
- Arrow stickersqty 40
- Clipboardsqty 12
- Envelopesqty 150
Activities
- Puzzlesqty 6
- Game materialsqty 6
- Craft kitsqty 8
- Apronsqty 12
- Measuring tapesqty 4
- Ballsqty 12
Safety
- Flashlightsqty 4
- Warning tapeqty 2
- Flatbed cartsqty 2
Cloakroom
- Clothes hangersqty 150
- Coat check tokensqty 150
- Cloakroom bagsqty 4
Tips
- Set the programme and room plan before sending invitations. If guests move between rooms, show the route and activity for each space so registration information matches the evening’s actual flow.
- Open registration early enough to process replies before ordering catering. Record dietary requirements as soon as they arrive, then send confirmations and prepare name labels from the final attendee list.
- Collect presentation files before the event and test every laptop, projector, screen, HDMI cable, microphone and speaker together. Keep charging cables, extension cords and power strips available at the presentation area.
- Arrange access and keys before setup day, not when suppliers or staff are waiting outside. Allow time to position tables, chairs, high tables, stools and coat racks before guests arrive.
- Cool drinks and prepare snacks close to the event, while assembling information packs and sorting name labels earlier. Check coffee cups, tea glasses, water glasses, plates, serving utensils and platters against the number of expected guests.
Frequently asked questions
- How far in advance should I send meet and greet invitations?
- Send invitations once the date, programme outline and rooms are confirmed, ideally at least 3–4 weeks before the evening. Keep registration open long enough to process replies and dietary requirements before placing the catering order.
- When should I confirm meet and greet registrations?
- Confirm registrations after checking the attendee details and any dietary requirements, preferably within 2–3 working days of receiving each reply. Use the final attendee list to prepare name labels and information packs.
- How early should I test the technology for a meet and greet evening?
- Test the full presentation setup at least 1–2 days beforehand, including laptops, projectors, screens, HDMI cables, microphones and speakers. Run a second quick check during setup to catch moved cables or missing power connections.
- When should I set up the room for a meet and greet evening?
- Set up tables, chairs, high tables, stools and coat racks before refreshments and registration materials are placed. Allow at least 60–90 minutes for room setup, signage, name labels, drinks and a final access check.
Start this plan in Lizzt
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