Online matchmaking event checklist

An online matchmaking event needs more than a video link and a list of attendees. You need clear matching criteria, a registration process with privacy wording, structured discussion rounds and enough support when participants join. Work backwards from the event time: confirm profiles before building the matching matrix, test every workstation and send technical instructions before the day itself. This checklist covers the practical sequence, including moderators, backup connections, waiting areas and refreshments for the organising team.

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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

Define the matchmaking audience
2 people
Setting matching criteria
2 people
Reserve the video platform
Create a registration form
Add privacy text
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check participant profiles
2 people
Create a matching matrix
2 people
Schedule discussion rounds
2 people
Confirm participants
Send technical instructions
Schedule moderators
Finalize the program
2 people
Prepare presentation and screens
Run a technical test
3 people
Test backup connection
2 people
Set up workstations
3 people
Chill drinks
2 people
Set out snacks
2 people
Prepare the participant list
Brief the moderators
4 people

Event

Open waiting area
2 people
Check in participants
3 people
Opening and introduction
2 people
Match participants
3 people
Lead the first round of discussions
4 people
Lead the second round of interviews
4 people
Handle technical questions
2 people
Refill drinks
2 people
Lead the third interview round
4 people
Announce breaks
Lead the fourth round of interviews
4 people
Moderate the Q&A
2 people
Present closing
2 people
Check out participants
2 people
Close the video rooms
2 people

Aftercare

Switch off equipment
2 people
Store equipment
2 people
Wash dishes
2 people
Sort waste
Clean the venue
2 people
Send thank-you email
Follow up with match contacts
Delete recordings and data
Collect participant feedback

What to bring

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

Equipment

Laptopsqty 4
Webcamsqty 4
Headsetsqty 4
Smartphonesqty 2
Webcam tripodsqty 4
Ring lightsqty 2
USB hubsqty 4
Power banksqty 2
Backup Wi-Fi router
Chargersqty 8
Power stripsqty 4
Extension cordsqty 3

Office

Printed run sheetsqty 10
Printed participant listsqty 6
Pensqty 20
Notepadsqty 10
Sticky notesqty 4

Catering

Mugsqty 12
Water glassesqty 12
Water carafesqty 2
Serving traysqty 2
Groceries

Kitchen

Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 3

Tips

Set the registration deadline early enough to review every profile and build the matching matrix before invitations or confirmations go out. Allow at least two working days for late changes.
Schedule discussion rounds with fixed start and end times, then include a short changeover period between them. Participants need clear instructions for leaving one call and joining the next.
Run a technical test using the same laptops, webcams, headsets, USB hubs and network setup planned for the event. Test the backup Wi-Fi router and power banks separately rather than assuming they work.
Send technical instructions before the event, including how to enter the waiting area, check audio and video, and contact a moderator. Ask participants to join 15 minutes before their first round.
Prepare printed run sheets and participant lists for moderators, even if the event is fully online. Keep chargers, power strips, extension cords and spare headsets together so a fault does not delay a round.

Frequently asked questions

How far in advance should I organise an online matchmaking event?: Start at least four weeks before the event if you need registrations and profile matching. Close registrations two to three working days before the event so you have time to check profiles and finalise the matching matrix.
How long should online matchmaking rounds be?: Use a fixed slot for each conversation and add a changeover period between rounds. For a practical schedule, allow 5 to 10 minutes between conversations for participants to switch rooms or links and resolve connection problems.
When should participants receive the technical instructions?: Send the instructions at least 48 hours before the event, then send a short reminder on the day. Ask participants to open the waiting area 15 minutes before their scheduled start.
What equipment is needed for an online matchmaking event?: Plan one reliable workstation per active organiser or moderator, with a laptop, webcam, headset, charger and stable internet connection. Keep a backup connection, power banks, extension cords and spare equipment ready before the technical test.

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.