Network weekend checklist: what to arrange and when

A network weekend combines registration, teaching sessions, shared meals and practical room setup. Start by confirming the date and venue, then build the programme before opening registration. Dietary requirements, speaker confirmations and equipment checks need firm deadlines, not last-minute attention. Use this checklist to move from planning and participant communication to shopping, setup and the final inspection of the venue.

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

Confirm date and location
Create the program
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Confirm speakers
Select teaching methods
2 people
Make reservations
Check participant list
Finalize the program
2 people
Prepare name badges
2 people
Share route and parking
Send reminder
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Inspect venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation area
3 people
Test sound equipment
2 people
Hang decorations
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Lay out name badges

Event

Staff the reception desk
2 people
Register participants
2 people
Serve welcome drinks
2 people
Handle the opening
Facilitate short pitches
2 people
Serve coffee break
3 people
Refill drinks
2 people
Guide networking tables
3 people
Set up the buffet
3 people
Serve dinner
4 people
Guide work tables
4 people
Serve dessert and coffee
3 people
Host the informal networking drinks
3 people
Set up breakfast buffet
3 people
Serve breakfast
3 people
Guide participant departures
2 people

Aftercare

Cover leftovers securely
2 people
Collect waste
3 people
Pre-rinse tableware
2 people
Lock up the venue
2 people
Dismantle furniture
4 people
Pack equipment
3 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Standing tablesqty 6
Coat racksqty 2

Tableware

Glassesqty 70
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Serving bowlsqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Speakersqty 2
Microphoneqty 2
Projector
Extension cordsqty 4
Power stripsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving spoonsqty 8
Foilqty 2

Decorations

Name badgesqty 60
Tableclothsqty 8
Flip chartsqty 4
Markersqty 20

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the programme before sending invitations, then open registration with a clear closing date. Keep the participant list updated as registrations arrive so badges, seating and catering match the latest numbers.
Ask for dietary requirements during registration rather than by separate email. Review the responses before shopping and pass the final list to whoever is preparing snacks and drinks.
Confirm speakers and presentation needs several days before the weekend. Test the projector, microphone, speakers, extension cords and power strips at the venue rather than assuming they will work together.
Send the route, parking information and a reminder before arrival day. Include the registration time and anything participants need to bring, so the registration desk is not answering the same questions repeatedly.
Bring materials to the venue before setup starts, then inspect the room before placing tables and chairs. Leave enough time to test sound, arrange the presentation area, stock the coffee station and chill drinks before participants arrive.

Frequently asked questions

How far in advance should I send invitations for a network weekend?: Send invitations at least 4 to 6 weeks before the weekend so people have time to register. Set a registration deadline about 1 to 2 weeks before arrival, leaving time to confirm numbers and dietary requirements.
When should I confirm speakers for a network weekend?: Confirm speakers at least 3 to 4 weeks in advance, before the programme is finalized. Ask for their session format and equipment needs at the same time, then test those requirements during the venue inspection.
How much food and drink should I prepare for a network weekend?: Base shopping on the final participant list and add a small buffer of about 5 to 10 percent. Chill drinks and prepare snacks before registration opens, with coffee, cups, plates, cutlery and serving utensils ready at the station.
When should I set up the venue for a network weekend?: Start venue setup at least 2 to 3 hours before participants arrive. Use the first part for tables, chairs and the registration desk, then test the presentation equipment and finish the coffee station, snacks and room details.

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.