Mobility meeting checklist

A mobility meeting needs more than a room and a presentation schedule. You need time to confirm speakers, open registration, collect dietary and accessibility requirements, and publish clear travel information. The practical setup also includes registration furniture, presentation equipment, name labels, catering supplies, and a reliable attendance list. Use the checklist to work from the first booking through venue opening, so missing information is found before participants arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve the room
Set the date and program
2 people
Invite speakers
Check permits
Draft invitations
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Check accessibility
Gather parking information
Determine bicycle parking
Publish directions
Order catering
Collect presentations
Check presentations
2 people
Prepare name labels
Create the attendance list
Do the shopping
2 people
Pick up catering
2 people

Event

Open venue
2 people
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the presentation equipment
2 people
Test microphone
2 people
Set up lighting
Put up signage
2 people
Set up registration desk
2 people
Set out coffee and tea
2 people
Chill drinks
Guide arrivals
3 people
Register visitors
2 people
Hand out name tags
Explain the program
Facilitate presentations
2 people
Collect questions from the audience
2 people
Serve coffee break
3 people
Refill drinks
2 people
Facilitate discussion tables
6 people
Collect notes
6 people
Set up the buffet
3 people
Serve the buffet
4 people
Lead the closing
Hand out information materials
2 people
See off the last visitors
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Clean the kitchen
2 people
Clean the room
3 people
Check sanitary facilities
Return materials
2 people
Return borrowed equipment
Handle lost and found
Send participant message
Make presentations available

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tableqty 2
Conversation tablesqty 6
Coat racksqty 2
Waste binsqty 6

Equipment

Laptop
Projector
Projection screen
Portable speaker
Wireless microphoneqty 2
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Name labelsqty 70
Tableclothsqty 8
Wayfinding signsqty 8
Information boardsqty 4
Flip chartsqty 6
Markersqty 24
Notepadsqty 70
Ballpoint pensqty 70

Lighting

LED string lightsqty 4
Standing lampsqty 2

Cleaning

Cleaning glovesqty 6
Recycling binsqty 4
Hand broomsqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the date, program, and room before sending invitations. Confirm speaker availability and check permits at least 6–8 weeks before the meeting, especially if the venue has access or equipment restrictions.
Open registration as soon as invitations are sent, then review registrations weekly. Ask for dietary requirements and accessibility needs in the form rather than trying to collect them by email later.
Publish parking, bicycle parking, and public transport directions with the invitation. Recheck the information 3–5 days before the meeting and include any last-minute access instructions.
Collect presentations before the event and check them on the actual laptop, projector, and projection screen. Test the wireless microphone, portable speaker, extension cords, and power strips before participants enter the room.
Plan the room around the arrival flow: registration desk and attendance list at the entrance, coat racks nearby, and clearly labelled tables and chairs. Pick up catering early enough to set out coffee machines, kettles, cups, glasses, plates, cutlery, serving trays, and waste bins before the first break.

Frequently asked questions

How far in advance should I organize a mobility meeting?: Start 6–8 weeks ahead for a meeting with invited speakers and catering. Reserve the room and set the program first, then allow at least 2 weeks for registrations and final participant information.
When should I send invitations for a mobility meeting?: Send invitations once the date, room, program outline, and speaker list are stable, usually 4–6 weeks before the meeting. Keep registration open for at least 10–14 days so you can collect dietary and accessibility requirements.
How many days before a mobility meeting should presentations be collected?: Ask speakers to submit presentations 3–5 days before the meeting. Check every file on the event laptop and presentation equipment, and keep the final versions together for quick setup.
When should I check accessibility and travel information?: Check accessibility, parking, bicycle parking, and directions when the venue is booked, then verify them again 3–5 days before the meeting. This gives you time to correct published instructions or arrange alternatives.

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.