Mentor evening checklist: what to arrange and when

A mentor evening depends on more than sending invitations and booking a room. You need accurate registrations, dietary information, mentor assignments and a discussion layout before the evening can run smoothly. Plan the practical setup around the arrival time: prepare the reception desk, name badges and route signs first, then test the presentation and equipment before guests arrive. This checklist covers the full sequence, including catering, coffee, discussion rooms and the details that are 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

Send invitations
Process registrations
Send reminder
Collect dietary requirements
Create the discussion layout
2 people
Assign mentors
2 people
Reserve rooms
Order catering
Prepare name badges
2 people
Print discussion forms
Print attendance list
Make route signs
Check the presentation
Test the equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare the buffet
3 people
Set up coffee station
2 people
Set up the reception desk
2 people
Set up tables
4 people
Set out chairs
4 people
Set up discussion rooms
4 people
Lay out name badges
Lay out the forms
Hang up route signs
2 people
Check the lighting
Brief reception team
2 people

Event

Welcome the mentors
2 people
Register guests
3 people
Hand out name badges
2 people
Direct guests to rooms
2 people
Deliver the opening presentation
2 people
Serve coffee and tea
3 people
Open the buffet
2 people
Serve snacks
3 people
Lead mentor meetings
10 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Give the break signal
Process changes in chats
2 people
Wrap Up Final Talks
2 people
See guests off
2 people

Aftercare

Pack leftovers
2 people
Collect waste
3 people
Wash dishes
3 people
Clear buffet
2 people
Clear tables and chairs
4 people
Clear the meeting rooms
3 people
Switch off the equipment
2 people
Remove directional signs
Clean surfaces
3 people
Check the floors
2 people
Lock up rooms
2 people
Return materials
2 people
Store leftover stock
Archive attendance data

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Reception desk
Clothing rack

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 8

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
HDMI cablesqty 3
Extension cordsqty 4
Power stripsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Tableclothsqty 12
Name card holdersqty 70
Information boardsqty 8
Arrow signsqty 12

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Close registrations early enough to assign mentors and create balanced discussion groups. Send a reminder after registration closes and use the final attendee list to prepare name badges and discussion forms.
Reserve enough rooms for the planned discussion groups, not just the presentation. Confirm access, tables, chairs, power points and a clear route between the reception desk and each discussion room before the day.
Collect dietary requirements with the registration and pass the final numbers to catering. Order enough plates, cutlery, glasses and serving platters, then prepare the buffet only after the room layout is in place.
Test the presentation with the actual laptop, projector, projection screen, HDMI cable, extension cords and power strips. Do this before guests arrive; a spare cable or adapter is much easier to find while the room is still empty.
Set up the arrival area before the first guest: reception desk, attendance list, name badges, clothing rack and route signs. Chill drinks and set up the coffee station in advance, but keep hot coffee in thermos flasks until service begins.

Frequently asked questions

How far in advance should I send mentor evening invitations?: Send invitations at least 3 to 4 weeks before the evening. Close registrations several days before the event so you can process dietary requirements, assign mentors and print the attendance list and name badges.
When should I assign mentors for a mentor evening?: Assign mentors after registrations close, ideally 5 to 7 days before the event. That leaves time to create the discussion layout, print forms and contact anyone affected by a change.
How many drinks do I need for a mentor evening?: Plan around 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water, chilled drinks, glasses and pitchers, and keep extra drinks in coolers rather than leaving everything out at once.
When should I test the equipment for a mentor evening?: Test the laptop, projector, screen and HDMI connection on the day of the event, at least 60 minutes before arrival. Check every extension cord and power strip in the actual presentation room, not only at the desk.

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