Mentor Day planning checklist

A Mentor Day runs smoothly when the practical details are settled before participants arrive. Start with the venue and programme, then manage invitations, registrations, dietary requirements and mentor assignments. In the final week, prepare activity materials, printed information and catering quantities. On the day itself, allow time for access, room setup, refreshments and activity stations—these are the jobs most often left until the last minute.

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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
Finalize the program
2 people
Prepare invitation
Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Assign mentors
2 people
Prepare activities
3 people
Make a shopping list
2 people
Calculate catering quantities
2 people
Gather supplies
2 people
Do the shopping
3 people
Prepare name stickers
Print programs
Print signage
Set out activity kits
3 people
Confirm venue access
Fill refrigerators and coolers
2 people
Clean the venue beforehand
3 people
Set up tables
4 people
Set up chairs
4 people
Hang up decorations
3 people
Set up activity stations
4 people
Set up buffet
3 people
Chill drinks
2 people
Set up the reception desk
2 people
Test sound equipment
2 people

Event

Register participants
3 people
Hand out name stickers
2 people
Explain the program
2 people
Facilitate icebreakers
6 people
Serve break drinks
2 people
Lead group activities
6 people
Serve the buffet
4 people
Serve diet meals
2 people
Refill drinks
2 people
Support evening activities
6 people
Collect waste along the way
2 people
Provide last round
2 people
Check out participants
2 people

Aftercare

Clear away the buffet and kitchen
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove decorations
2 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover food
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 75
Coat racksqty 2
Waste binsqty 6

Tableware

Platesqty 80
Soup bowlsqty 75
Glassesqty 100
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 10
Soup ladlesqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Coolersqty 4

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4

Activities

Whiteboardsqty 4
Flip chartsqty 3
Markersqty 24
Ballpoint pensqty 80
Post-it padsqty 20
A4 paperqty 500
Game cardsqty 10
Board gamesqty 12

Communication

Name stickersqty 90
Program cardsqty 80

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 8
Rolls of tapeqty 6
Scissorsqty 6

Cleaning

Broomsqty 2
Mopsqty 3
Bucketsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Confirm venue access at least one week beforehand, including the exact arrival time, keys, heating and available power outlets. This prevents delays when setting up tables, chairs, speakers and activity stations.
Close registrations three to five days before Mentor Day and use the final participant list to assign mentors, prepare name stickers and check dietary requirements. Avoid printing programmes or signage before these details are stable.
Calculate catering for the confirmed headcount, including coffee, tea, water and food for dietary requirements. Stock the refrigerators and coolers before guests arrive so the buffet team is not handling deliveries during the opening session.
Test microphones, portable speakers, coffee machines and kettles during setup, not when the programme starts. Bring extension cords and power strips only after checking where the venue’s usable outlets are located.
Set out activity kits, whiteboards, flip charts, markers, pens, Post-it pads and game cards by station before the first participants enter. Keep a small reserve of paper and writing materials at the registration area for late changes.

Frequently asked questions

How far in advance should I plan a Mentor Day?: Reserve the venue and confirm the programme at least four to six weeks ahead. Send invitations early enough to close registrations three to five days before the event.
When should I send Mentor Day invitations?: Send invitations around four weeks before Mentor Day, then send a reminder seven to ten days before the date. Keep registration open until you have enough time to finalize mentors, dietary requirements and catering.
How many mentors do I need for a Mentor Day?: Use the planned mentor-to-participant ratio for your activities, then assign mentors only after registrations close. Finalize the assignments three to five days before the event so name stickers and participant lists can be prepared accurately.
What should I prepare the day before Mentor Day?: Prepare printed programmes, signage, name stickers, activity kits and catering supplies one day beforehand. Confirm venue access and complete as much table, chair and station setup as the venue allows before the morning of the event.

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