Online roundtable checklist and planning guide

An online roundtable needs more than a meeting link. You have to shape the discussion, confirm speakers, manage registrations, and make sure every participant can join without technical friction. This checklist takes you from audience and questions to moderator briefing, equipment testing, refreshments, and admitting guests. Work through the planning early, then reserve a final 30-minute setup window for cameras, microphones, lighting, documents, drinks, and the participant list.

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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 audience and theme
2 people
Prepare discussion questions
2 people
Contact moderator and panelists
Create participant list
Send invitations
Process registrations
Collect dietary requirements
Create online meeting room
Test participant link
2 people
Send program to attendees
Brief panelists
Collect Presentation and Documents
Update participant list
Check technical setup
2 people
Do the shopping
Purchase snacks and drinks
Clear workstations
2 people
Set up backdrop and lighting
2 people
Charge equipment
Set out snacks
2 people
Chill drinks
Connect the technical equipment
2 people
Test camera and microphones
2 people
Conduct moderator briefing
3 people

Event

Admit participants
2 people
Welcome and explain the rules
Introduce the panelists
Facilitate roundtable discussion
2 people
Collect questions from the chat
Announce break
Serve snacks
2 people
Refill drinks
Lead the second round of interviews
2 people
Resolve technical issues
Moderate participant questions
Summarize conclusions and follow-up actions
2 people
Give a thank-you speech
Log participants out securely

Aftercare

Store recording safely
Switch off equipment
2 people
Wash dishes
Clean the workstations
2 people
Collect waste
Archive recordings and notes
Send thank-you email
Share follow-up document
Register attendance

What to bring

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

Furniture

Work tablesqty 3
Office chairsqty 6

Equipment

Laptopsqty 4
External webcamsqty 4
USB microphonesqty 4
Headphonesqty 6
External monitorqty 2
USB hubsqty 4
HDMI adaptersqty 4
Extension cordsqty 4
Power stripsqty 4
Laptop standsqty 4
Timerqty 2
Spare batteriesqty 12
USB flash drivesqty 2

Lighting

Ring lightsqty 3
Desk lampsqty 2

Decorations

Neutral backdropsqty 3

Tableware

Coffee cupsqty 8
Water glassesqty 8
Platesqty 8
Cutlery setsqty 8

Kitchen

Coffee maker
Kettle
Cool box
Serving traysqty 3
Small bowlsqty 6
Scissorsqty 2
Corkscrew

Catering

Groceries

Tips

Set the discussion structure before inviting panelists: prepare the questions, define the theme, and assign a moderator early enough to review the format and timing.
Send the invitation before the meeting room is ready to close registrations. Keep one current participant list and update it after registration changes, dietary information, and cancellations.
Test the participant link with someone outside the organizing team at least 24 hours before the roundtable. Check the camera, USB microphones, headphones, presentation files, and screen-sharing permissions.
Create a simple technical backup: charge every laptop, keep spare batteries and USB hubs nearby, and prepare HDMI adapters, extension cords, and power strips before guests arrive.
Finish the physical setup at least 30 minutes beforehand. Clear the workstations, place the neutral backdrop and lights, chill drinks, set out snacks, and brief the moderator before admitting participants.

Frequently asked questions

How far in advance should I organize an online roundtable?: Start planning at least 3 to 4 weeks ahead. Use the first week for the audience, theme, questions, moderator, and panelists; use the final week for invitations, registrations, documents, and technical checks.
When should I send the online roundtable meeting link?: Send the confirmed program and participant link at least 24 hours before the session, then resend it 1 to 2 hours beforehand. Test the link yourself before sending it to attendees.
How long before an online roundtable should I test the equipment?: Run a full camera, microphone, lighting, and presentation test at least 24 hours before the event. Repeat a shorter 15- to 30-minute check immediately before participants are admitted.
How many snacks and drinks do I need for an online roundtable?: For a small in-person host setup, plan roughly 2 drinks per person for a 60- to 90-minute session, plus one modest snack portion each. Confirm dietary requirements before shopping and keep water available throughout.

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.