Networking day checklist

A networking day runs smoothly when the programme, people flow and practical details are arranged in the right order. Start with the date, venue and room layout, then move through invitations, registration, speakers and catering. The final week is about confirming numbers, dietary requirements and equipment; the final morning is for signage, badges, chilled drinks and registration. Use this checklist to keep 76 planning tasks and 61 required items on schedule.

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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

Set the date and program
2 people
Confirm the venue and room layout
2 people
Draft invitations
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Send registration confirmations
Send program to attendees
Confirm speakers and moderators
2 people
Collect presentations and logos
Prepare name badges
2 people
Make table numbers and signage
Place catering order
Confirm reservations
Assign volunteers
Print the run sheet
Print participant list
Do the shopping
2 people
Set out drinks chilled
2 people
Label diet meals
2 people
Bring materials to the venue
3 people
Open hall
2 people
Set up entrance and registration
2 people
Set up tables
4 people
Set up chairs
4 people
Set up networking tables
3 people
Lay out registration materials
2 people
Sort name tags
2 people
Hang up decorations
3 people
Put up the welcome sign
Set out flip charts and writing supplies
2 people
Test the projector and screen
2 people
Test the microphone and speakers
2 people
Set up the buffet and drink stations
4 people
Prepare coffee and tea
2 people
Arrange snacks on platters
3 people
Hold team briefing
6 people
Set up the cloakroom
2 people

Event

Receive participants
4 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Deliver the welcome speech
Serve coffee and tea
2 people
Guide the first networking round
3 people
Refill snacks
2 people
Refill drinks
2 people
Collect flipchart results
2 people
Set out drinks for the break
2 people
Guide the second networking round
3 people
Introduce speakers
Support presentations
2 people
Set up the dinner buffet
4 people
Open the dinner buffet
2 people
Serve dinner
5 people
Serve diet meals
2 people
Collect plates and glasses
3 people
Facilitate the third networking round
3 people
Serve dessert and coffee
3 people
Serve evening drinks
3 people
Deliver farewell speech
See participants off
3 people
Assist with coat check
2 people

Aftercare

Pack leftovers safely
3 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Remove decorations
3 people
Clean the room
4 people
Clean the kitchen
2 people
Check materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Register lost and found items
Send thank-you message

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 4
Coat racksqty 2
Stoolsqty 12

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutlery setsqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphone
Speakersqty 2
Flip chartsqty 6
Flipchart padsqty 8
Office pinsqty 10
Pensqty 80
Markersqty 24
Timersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Drink dispensersqty 4
Coolersqty 4
Ice containersqty 3
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Aluminum traysqty 12
Food tongsqty 8
Storage binsqty 12

Decorations

Tableclothsqty 12
Table runnersqty 8
Name badgesqty 80
Name badge holdersqty 80
Welcome sign
Table numbersqty 16
Wayfinding signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Flower arrangementsqty 8

Lighting

String lightsqty 6
Table lampsqty 8

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, programme and room layout before sending invitations. Attendees need the confirmed format, timings and venue details when they register.
Close or review registrations early enough to confirm catering numbers and dietary requirements. Send registration confirmations and the programme only after the attendee list is reliable.
Ask speakers and moderators for presentations and logos several days before the event. Test every laptop, projector, HDMI cable, microphone and speaker connection at the venue rather than on the morning itself.
Prepare name badges, table numbers, signage, the participant list and the run sheet together. Keep printed copies at the registration desk, with at least one spare copy for the organiser or lead volunteer.
Plan the final setup as a timed sequence: bring materials to the venue, open the hall, arrange tables and chairs, set up registration, chill drinks and label diet meals before attendees arrive.

Frequently asked questions

How far in advance should I organise a networking day?: Set the date and venue at least 8 to 12 weeks ahead when speakers, catering and registrations are involved. Use the final 7 days for confirmations, printing, shopping and equipment checks.
When should I send networking day invitations?: Send invitations as soon as the date, venue and basic programme are confirmed, ideally 6 to 8 weeks before the event. Keep registration open long enough to collect accurate attendee numbers and dietary requirements.
How many days before a networking day should catering be confirmed?: Confirm the catering order and reservations 5 to 7 days before the event, using the latest registration numbers available. Recheck dietary meals on the final working day and label them before serving.
What equipment should I test before a networking day?: Test the projector, screen, laptops, HDMI cables, extension cords, power strips, wireless microphone and speakers at least 24 hours beforehand. Bring spare cables and a printed run sheet so the programme can continue if technology fails.

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.