Members' Day checklist and organising plan

A Members' Day usually combines registration, networking, a programme and shared food, so small omissions quickly affect the whole day. Start with the member list and invitations, then confirm registrations, dietary requirements, the venue and suppliers. In the final week, prepare badges, printed materials, equipment and the shopping. On the day, allow time to inspect the venue, arrange the registration desk, set tables, chill drinks and prepare the buffet 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

Compile member list
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve the venue and hall
Reserve tables and chairs
Write out the program
Prepare networking activities
2 people
Confirm suppliers and venue
Create final participant list
Prepare name badges
2 people
Print the program and signage
Print registration forms
Check the shopping list
Do the shopping
3 people
Collect reusable materials
2 people
Check the equipment
2 people
Sort name tags
2 people
Prepare vegetables and fruit
3 people
Prepare cold dishes
3 people
Chill drinks
2 people
Open and inspect the venue
2 people
Set up tables and chairs
4 people
Set the tables
3 people
Set up buffet and drinks station
3 people
Hang decorations
2 people
Hang up signage
2 people
Set up the registration table
2 people
Prepare coffee and tea
2 people

Event

Staff the reception desk
2 people
Register visitors
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Lead program segments
2 people
Guide networking tables
3 people
Serve snacks
3 people
Refill drinks
2 people
Set up buffet
3 people
Serve dinner
4 people
Distribute diet meals
2 people
Clear away dishes
3 people
Check toilets
Empty trash bins
2 people
Serve the final drinks round
2 people

Aftercare

Dismantle furniture
4 people
Remove decorations
2 people
Wash dishes
3 people
Clean the venue
4 people
Pack up materials
2 people
Dispose of waste
2 people
Return borrowed materials
2 people
Process leftover food
2 people
Collect lost property

What to bring

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

Furniture

Tablesqty 8
Buffet tablesqty 2
Registration desk
Chairsqty 55
Coat racksqty 2
Tableclothsqty 10

Tableware

Dinner platesqty 60
Dessert platesqty 60
Soup bowlsqty 30
Forksqty 60
Knivesqty 60
Spoonsqty 60
Coffee cupsqty 60
Drinking glassesqty 120
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 4
Flip chartsqty 3
Flipchart markersqty 12

Decorations

Balloonsqty 50
Balloon pumpqty 2
Name badgesqty 60
Table décorqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Storage binsqty 12

Cleaning

Bucketsqty 2
Mopsqty 2
Broomsqty 2
Dustpansqty 2
Waste binsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before Members' Day. Use the final participant list to prepare name badges, seating needs, dietary notes and enough printed registration forms.
Confirm the venue, hall access and suppliers 3 to 5 days beforehand. Ask when you can enter, where tables and chairs are stored, and which power points are available for coffee machines, kettles and coolers.
Prepare the printed programme, signage and name badges no later than the day before. Sort badges alphabetically or by registration group so checking in a full room does not create a queue.
Do food preparation in two stages: wash and cut vegetables and fruit, and prepare cold dishes the day before where possible. Chill drinks for at least 4 hours, then set up separate buffet and drinks stations.
Allow at least 90 minutes for room setup before registration opens. Check extension cords, power strips, flip charts and markers, then arrange the registration desk, coat racks, tables, chairs and table settings before opening the doors.

Frequently asked questions

When should I send Members' Day invitations?: Send invitations 3 to 4 weeks before the event and set a registration deadline 7 days before it. That leaves enough time to collect dietary requirements, confirm attendance and produce the final participant list.
How early should I arrive to set up Members' Day?: Arrive at least 90 minutes before registration starts. Use the first 30 minutes to inspect the venue and equipment, the next 45 minutes for tables, chairs and table settings, and the remaining time for the buffet, drinks and registration desk.
How many name badges and programmes should I print?: Print one name badge and one programme per confirmed participant, plus 5 to 10% spare copies. For 80 attendees, that means 84 to 88 badges and programmes, depending on how many late changes you expect.
When should I prepare food and chill drinks for Members' Day?: Prepare vegetables, fruit and cold dishes the day before when food safety allows. Chill drinks for at least 4 hours, and move them to coolers shortly before guests arrive so the drinks station stays cold during registration.

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.