Neighborhood debate checklist

A neighborhood debate needs more than a moderator and a few chairs. You need to secure the venue, check permits, invite speakers, collect registrations, and test the sound before people arrive. This checklist covers the practical order, from choosing topics and creating questions to preparing name badges, ballots, seating, microphones, and refreshments. Use it to keep the event accessible, staffed, and ready to start on time.

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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

Confirm date and location
Check permits
Approach speakers
2 people
Book the moderator
Create the program
2 people
Set debate topics
3 people
Create questions for the speakers
2 people
Create a registration form
Design invitations
Send invitations
2 people
Place neighborhood promotion
2 people
Process registrations
Collect dietary requirements
Check accessibility
Make venue reservation
Make a chair reservation
Create equipment reservation
Send speaker information
Request technical requirements
Recruit volunteers
2 people
Assign tasks
2 people
Confirm registrations
Send reminder
Prepare name badges
2 people
Print ballots
Print programs
Print route signs
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Pick up venue keys
Check materials
2 people
Ventilate the hall
Set up tables
3 people
Set up chairs
3 people
Place the stage table
2 people
Connect sound equipment
2 people
Test microphones
2 people
Test presentation
2 people
Set up info table
2 people
Set up registration desk
2 people
Set out coffee and tea
2 people
Set up the buffet table
3 people
Lay out name badges
Lay out the programs

Event

Welcome speakers
2 people
Register visitors
3 people
Serve coffee and tea
2 people
Guide visitors to the hall
2 people
Open the debate
Introduce speakers
Facilitate the debate
2 people
Collect questions from the audience
2 people
Refill drinks
2 people
Serve snacks
3 people
Restock break buffet
2 people
Announce break
Facilitate the follow-up debate
2 people
Record audience reactions
2 people
Explain the voting
Hand out ballots
2 people
Collect ballots
2 people
Count votes
3 people
Present the results
Close the debate
Facilitate informal networking
2 people
See off the last visitors
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear buffet
2 people
Clear tables and chairs
4 people
Turn off the sound equipment
2 people
Dismantle equipment
2 people
Clean the room
3 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Return equipment
2 people
Distribute leftover food
2 people
Take out the trash
2 people
Thank visitors
Thank speakers
Share the debate results
Archive photos and documents

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 100
Speaker table
Stage chairsqty 6
Registration desk
Buffet tableqty 2
Coat racksqty 2

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Sound mixing console
Speakersqty 2
Laptop
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2
Presentation clicker

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Coffee spoonsqty 100
Pitcherqty 4
Serving spoonsqty 6
Serving traysqty 8
Soup bowlsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Food tongsqty 6

Decorations

Tableclothsqty 10
Name badgesqty 120
Pensqty 30
Info boardsqty 6
Wayfinding signsqty 8

Lighting

LED lampsqty 6
String lightsqty 4
Flashlightsqty 3

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop headsqty 2
Cleaning bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the date and venue before inviting speakers or residents. Check permits, accessibility, room capacity, seating, and whether the venue can provide the tables, chairs, and registration desk you need.
Approach speakers early and send each confirmed speaker the programme, debate topics, questions, arrival time, and technical requirements. Ask for presentation files and microphone preferences before the final equipment reservation.
Close registration with enough time to process attendance and dietary requirements. Send a reminder before the debate, then prepare name badges and a clear registration list for check-in.
Plan the room in separate zones: registration desk at the entrance, stage chairs and speaker table at the front, and a buffet table away from cables and the audience flow. Reserve coat racks if guests need somewhere for outerwear.
Test the laptop, projector, screen, wireless microphones, microphone stands, speakers, mixing console, extension cords, and power strips before doors open. Keep power banks available and assign one volunteer to handle technical issues during the debate.

Frequently asked questions

How far in advance should I organise a neighborhood debate?: Start at least 6 to 8 weeks before the event. That gives you time to confirm the venue and permits, approach speakers, book a moderator, promote the debate, and process registrations.
When should I send invitations for a neighborhood debate?: Send the main invitations about 4 weeks before the debate, then send a reminder 3 to 5 days beforehand. Keep registration open long enough to estimate seating, name badges, ballots, and refreshments.
How many volunteers do I need for a neighborhood debate?: Plan for at least 3 volunteers for a small debate: one at registration, one supporting the moderator and speakers, and one watching the room and refreshments. Add another volunteer if you expect more than 50 attendees or need dedicated technical support.
When should the sound and projection equipment be tested?: Test all microphones, speakers, the laptop, projector, screen, cables, and power strips at least 60 minutes before doors open. Ask speakers to arrive early enough to check their presentation and microphone before registration begins.

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.