Online networking drinks checklist

Use this checklist to organise an online networking drinks session without leaving the practical details until the last minute. Start by defining the audience, format and timing, then move through registration, reminders and technical tests. On the day, prepare the online room, workstations, drinks and snacks before participants arrive. The plan covers 37 tasks and 30 items, including equipment, lighting, serving supplies and cleaning materials.

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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 target group and program
2 people
Select online platform
2 people
Confirm date and time
Create the registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder
Check participant list
Prepare the program and questions
2 people
Prepare conversation starters
2 people
Create the online room
Check the participation link
Test the equipment
2 people
Test backdrop and lighting
Do the shopping
2 people
Chill drinks
Set out snacks
2 people
Set up workstations
2 people
Retest the equipment
2 people

Event

Admit participants
2 people
Welcome and give instructions
Welcome participants
2 people
Lead discussion rounds
3 people
Refill drinks
Refill snacks
Resolve technical issues
Wrap-up and thank-you
Log out participants
2 people

Aftercare

Take down workstations
2 people
Wash dishes
Collect waste
Clean the room
2 people
Save the recording and chat files
Send thank-you message
Follow up on participant contacts
2 people
Return equipment

What to bring

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

Equipment

Laptopsqty 3
Webcamsqty 3
Headsetsqty 3
External microphonesqty 2
Speaker
HDMI cablesqty 3
USB cablesqty 4
USB hubsqty 2
Chargersqty 4
Extension cordsqty 3
Power stripsqty 3

Lighting

LED lightsqty 2

Furniture

Work tablesqty 3
Office chairsqty 3

Decorations

Backdrop clothqty 2
Table décorqty 3

Tableware

Glassesqty 24
Coffee cupsqty 12
Platesqty 24
Cutlery setsqty 24

Kitchen

Kettle
Coffee maker
Coolersqty 2
Serving bowlsqty 6
Serving spoonsqty 4
Corkscrewsqty 2

Cleaning

Waste binsqty 3
Dish brushesqty 2
Cleaning clothsqty 6

Catering

Groceries

Tips

Set the date and platform before opening registration. Allow at least 2–3 weeks for invitations and give yourself a clear deadline for processing registrations and collecting dietary requirements.
Send the reminder 24–48 hours before the session with the participation link, start time, format and any instructions. Check the participant list again on the day so you know who to admit.
Run two equipment checks: one before the event and a second retest shortly before opening the room. Test webcams, headsets or microphones, chargers, USB connections, lighting and the HDMI setup.
Prepare conversation starters and discussion questions before participants join. For a networking session with several rounds, prepare at least 3 prompts per round so pauses do not slow down the conversation.
Chill the drinks and set out snacks before the welcome starts. Put glasses, plates, cutlery, serving bowls and spoons where they are easy to reach, and keep waste bins and cleaning cloths nearby for quick resets.

Frequently asked questions

How far in advance should I organise online networking drinks?: Start planning 2–3 weeks before the event. Confirm the platform, date and program first, then allow time for invitations, registration processing, dietary requirements and a reminder 24–48 hours before the session.
When should I send invitations for online networking drinks?: Send invitations at least 10–14 days before the event when possible. Close or review registrations 2–3 days beforehand so you can check the participant list and prepare the discussion groups.
When should I test the technology for an online networking event?: Complete the first equipment test at least 1 day before the event and retest 30–60 minutes before participants are admitted. Check the participation link, webcams, microphones, headsets, lighting, cables, chargers and power connections.
How many conversation starters do I need for online networking drinks?: Prepare at least 3 conversation starters for each discussion round, plus 2 backup questions. This gives you enough material for short answers, uneven group sizes or a round that finishes earlier than planned.

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.