Partner Day Checklist

A partner day needs more than a date, a guest list and a good program. You need time to collect registrations, confirm dietary requirements, arrange transport information and coordinate catering, furniture and equipment. This checklist follows the work from the first planning decisions through opening the venue. Use it to keep invitations, name badges, deliveries, drinks and technical setup from becoming last-minute jobs.

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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

Confirm date and location
Draw up the program and schedule
2 people
Compile the guest list
2 people
Design invitations
Send invitations
Register sign-ups
Process registrations
Collect dietary requirements
Map out transport needs
Select suppliers
2 people
Book catering
Reserve furniture
Gather parking information
Design name badges
Print program
Print name badges
Finalize registrations
Send dietary list to caterer
Confirm deliveries
Check the shopping list
Do the shopping
2 people
Store drinks refrigerated
2 people
Collect materials
2 people
Communicate route and parking
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
Place programs
Hang up decorations
2 people
Test the lighting
2 people
Test the music
2 people
Set out coffee and tea
2 people
Set out welcome drinks
2 people
Prepare snacks
3 people
Set up buffet
3 people
Check toilets
Place waste stations
Briefing for reception team
2 people
Brief catering team
2 people

Event

Welcome guests
3 people
Check attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Announce the program
Guide presentation
2 people
Refill drinks
2 people
Collect used dishes
2 people
Restock break snacks
2 people
Facilitate the networking session
2 people
Open the evening buffet
3 people
Serve the evening buffet
4 people
Serve diet meals
2 people
Clear tables
3 people
Serve dessert
3 people
Serve coffee after dinner
2 people
Provide music
Announce the final round
See off guests
3 people

Aftercare

Store food and drinks safely
2 people
Collect waste
3 people
Dismantle tables and chairs
4 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Clean the restrooms
Remove decorations
2 people
Switch off equipment
Collect lost property
Count inventory
Return materials
2 people
Remove empty packaging
Store unused groceries
Send a thank-you message to guests
Collect supplier invoices

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 60
Buffet tablesqty 4
Registration desk
Stoolsqty 12

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Kitchen tongsqty 4
Measuring cupsqty 2

Equipment

Wireless microphonesqty 2
Speakersqty 2
Audio mixer
Extension cordsqty 4
Power stripsqty 4

Lighting

Atmosphere lightsqty 8
String lightsqty 6

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Welcome sign
Program standsqty 6
Name badgesqty 70
Badge holdersqty 70
Pensqty 20
Programsqty 70

Cleaning

Waste binsqty 6
Floor squeegeesqty 2
Broom setsqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the date and location before designing invitations, then allow at least 2 weeks for invitees to respond before you finalize catering numbers.
Keep registration and dietary information in one overview. Send the final dietary list to the caterer only after registrations are closed and check it again when deliveries arrive.
Plan the room around the program: place the registration desk at the entrance, allow seating for every confirmed guest, and leave clear routes between dining tables, buffet tables and presentation equipment.
Check power requirements before the event day. Wireless microphones, speakers, an audio mixer, atmosphere lights and string lights may need separate outlets, extension cords and power strips.
Open the venue early enough for setup and testing. A practical minimum is 2 hours before guests arrive so you can arrange furniture, chill drinks, print materials and test the microphones and speakers.

Frequently asked questions

How far in advance should I send partner day invitations?: Send invitations at least 4 weeks before the event. Keep registration open for about 2 weeks, leaving another 1 to 2 weeks to confirm numbers, dietary requirements, catering and name badges.
When should I finalize catering for a partner day?: Finalize the guest count and dietary list 5 to 7 days before the event. Send the confirmed list to the caterer then, and confirm the delivery time again 1 to 2 days beforehand.
How early should I open the venue for a partner day?: Open the venue at least 2 hours before guests arrive. This gives you time to position tables and chairs, prepare the registration desk, refrigerate drinks and test the microphones, speakers and lighting.
What equipment do I need to check before a partner day?: Check the microphones, speakers, audio mixer, extension cords, power strips and lighting at least 1 day before the event. Test the full setup in the room where it will be used, not only at the storage location.

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.