Orientation Week planning checklist

Orientation Week involves more than booking a venue and sending invitations. You need a workable programme, clear participant groups, enough volunteers, registration materials and a setup that supports presentations, meals and movement between activities. Start with permissions and suppliers, then handle registrations and dietary requirements before preparing equipment and signage. This checklist gives you a practical order for organising the week and highlights details that are easy to leave until the last day.

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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

Finalize the program
3 people
Reserve venue
Check permits
Confirm suppliers
2 people
Allocate the budget
2 people
Recruit escorts
3 people
Assign volunteers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create participant lists
2 people
Group participants
3 people
Print the run sheet
Send directions
Check the weather forecast
Do the shopping
3 people
Collect materials
2 people
Chill drinks
2 people
Prepare labels
2 people
Prepare registration table
2 people
Inspect the grounds
2 people
Set up tables
4 people
Set up chairs
4 people
Build party tents
4 people
Create a stage-free presentation space
2 people
Connect sound equipment
2 people
Hang lighting
2 people
Hang decorations
3 people
Lay out welcome packs
3 people
Set up catering
4 people
Place allergen cards
2 people
Set up the games
3 people
Test presentation
2 people
Briefing for reception team
2 people

Event

Register participants
4 people
Hand out welcome packs
3 people
Serve welcome drinks
3 people
Present the introduction
2 people
Introduce group leaders
2 people
Lead icebreaker games
8 people
Refill drinks
2 people
Serve snacks
3 people
Open the dinner buffet
4 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Provide music
2 people
Support the evening program
6 people
Supervise at departure
3 people
Collect lost property

Aftercare

Clear away food and drinks
3 people
Collect waste
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the venue
4 people
Empty the coolers
2 people
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Dispose of waste
2 people
Send participant message
Share photos with participants
Return Lost Items
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 100
Beer tablesqty 6
Buffet tablesqty 4
Registration desk
Waste binsqty 8

Tableware

Reusable drinking glassesqty 120
Reusable wine glassesqty 80
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving traysqty 6

Equipment

Portable speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Laptop
Projector
Projection screen
Power stripsqty 8
Extension cordsqty 8
Coolersqty 4
Ice containersqty 4
Coffee machinesqty 3
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Coffee filtersqty 200
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Ice packsqty 20

Decorations

Balloonsqty 200
Buntingqty 12
Tableclothsqty 12
Name badgesqty 120
Directional signsqty 10
Welcome sign
Group signsqty 10

Lighting

String lightsqty 8
LED lanternsqty 10

Sports equipment

Conesqty 30
Soft ballsqty 10
Skipping ropesqty 10
Blindfoldsqty 10
Game cardsqty 10
Scoreboardsqty 10

Cleaning

Broomqty 3
Litter pickersqty 3
Mopsqty 3
Bucketsqty 3
Spongesqty 10
Rubber glovesqty 10
Trash bagsqty 100

Catering

Groceries

Tips

Finalize the programme before assigning volunteers or grouping participants. Print the run sheet only after timings, room use and responsibilities have been confirmed, so every escort and volunteer is working from the same version.
Reserve the venue early and check permits before confirming the schedule. Allow at least two weeks for permit checks and supplier confirmations, especially if you need party tents, amplified sound or outdoor tables.
Close registrations with enough time to build participant lists and groups. Set a deadline at least 5 days before the event so dietary requirements, directions and name labels can be prepared without last-minute changes.
Plan registration as a separate setup area, with a desk, printed lists, labels and clear directions ready before participants arrive. Prepare one volunteer for every 25 to 30 arrivals during the busiest registration period.
Check practical equipment the day before, not during setup. Test the laptop, projector, speakers, microphones, power strips and extension cords, and chill drinks for at least 6 hours if they are being served cold. Keep a weather decision point 24 hours before outdoor setup.

Frequently asked questions

How far in advance should I start planning Orientation Week?: Start at least 8 to 12 weeks ahead. Use the first two weeks for the programme, venue, permits and budget, then confirm suppliers and volunteers before opening or finalising registrations.
When should Orientation Week registrations close?: Close registrations about 5 days before the first activity. That gives you time to collect dietary requirements, create participant groups, print lists and prepare labels and directions.
How many volunteers do I need for Orientation Week?: Plan one registration volunteer for every 25 to 30 arrivals during the busiest period, plus one escort for each moving participant group. Add at least two setup volunteers for tables, chairs, tents and equipment.
When should I check the weather for an outdoor Orientation Week event?: Check the forecast 48 hours before the event and make the final decision 24 hours beforehand. This leaves time to adjust party tents, seating, presentation space, drinks and directions instead of changing the setup at the last minute.

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.