Networking evening checklist: what to arrange and when

A networking evening depends on more than sending invitations and putting out drinks. You need a clear registration process, dietary information, name badges, a timed programme and a room that supports conversation. Plan deliveries, shopping and chilled drinks before setup day, then allow time to test sound, lighting and power. Use this checklist to coordinate the welcome desk, buffet, bar and reception team in the right order.

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 location and date
Send invitations
Process registrations
Collect dietary requirements
Create the program and schedule
Prepare name badges
2 people
Print registration list and badges
Plan deliveries and shopping
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the venue
2 people
Set out furniture
4 people
Set up tables and high tables
3 people
Set out chairs and seating
3 people
Set up registration desk
2 people
Set up the buffet and bar
3 people
Connect sound equipment
2 people
Test the lighting
2 people
Hang decorations
2 people
Prepare snacks and drinks
3 people
Briefing for reception team
3 people

Event

Receive and register guests
3 people
Serve welcome drinks
2 people
Announce program items
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Dismantle furniture
4 people
Switch off and store equipment
2 people
Wash dishes
3 people
Clean the venue
3 people
Collect and remove waste
2 people
Check materials
2 people
Return borrowed items
2 people
Process expenses and receipts
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
High tablesqty 6
Chairsqty 35
Stoolsqty 12
Coat racksqty 2

Tableware

Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70
Small bowlsqty 12
Serving spoonsqty 10

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Bar stoolsqty 4
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Charging stationsqty 2

Decorations

Name badge holdersqty 60
Tableclothsqty 14
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Name badgesqty 60

Lighting

String lightsqty 4
Table lampsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Bottle openersqty 3
Ice bucketsqty 3

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Confirm the venue, date and programme before sending invitations. Close registrations early enough to print the guest list and name badges, and collect dietary requirements before buying food.
Plan the room around conversation: use a mix of tables, high tables, chairs and stools, and place the registration desk where every guest passes it. Set out coat racks and directional signs before doors open.
Buy and chill drinks ahead of time rather than waiting until setup. Prepare water, welcome drinks, snacks and serving dishes so the reception team can focus on guests during the first hour.
Test speakers, wireless microphones, lighting, extension cords and power strips before guests arrive. Check charging stations and coffee equipment as well, since these are easy to overlook during a busy setup.
Brief the reception team on registration, name badges, dietary questions and the programme announcements. Give them the final printed list and a clear handover time, ideally 30 minutes before doors open.

Frequently asked questions

How far in advance should I send networking evening invitations?: Send invitations around 3 to 4 weeks before the event, then set a registration deadline at least 5 to 7 days before it. That gives you time to process registrations, confirm dietary requirements and print the guest list and badges.
How many drinks do I need for a networking evening?: For the first hour, plan on 2 to 3 drinks per guest, including water and welcome drinks. Add extra water throughout the evening and chill the first supply before setup so service can start immediately.
When should I prepare name badges for a networking event?: Prepare the badges 1 to 2 days before the event, after registrations close or after the latest confirmed attendee list is available. Keep blank badges and holders at the registration desk for last-minute changes.
How early should the venue be set up for a networking evening?: Allow at least 3 hours before guest arrival for furniture, registration, buffet and bar setup. Reserve the final 30 to 45 minutes for sound, lighting, coffee equipment, signage and a team briefing.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!