Partner meeting checklist: what to arrange and when

A partner meeting runs smoothly when decisions are made in the right order. Set the date and programme first, then secure the venue, catering and presenters before invitations go out. The weeks before the meeting are for registrations, dietary requirements, presentations and practical information such as parking. In the final days, check quantities, test the projector and microphones, prepare name badges and bring the materials to the venue. Use this checklist to keep the planning visible from first decision to welcome desk.

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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

Set the date and program
2 people
Reserve the venue and rooms
Finalize catering arrangements
2 people
Draft invitation text
Review contact list
2 people
Send invitations
2 people
Register sign-ups
Process registrations
Collect dietary requirements
Send parking information
Confirm presenters
Collect presentations
Send program to attendees
Prepare name badges
2 people
Print attendance list
Print direction signs
Confirm catering quantities
Test the equipment
2 people
Check presentations
Do the shopping
2 people
Bring materials to the venue
3 people
Store catering chilled
2 people
Prepare the welcome desk
2 people
Set out the room layout
3 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Sort name tags
2 people
Lay out welcome materials
2 people
Hang up decorations
2 people
Set up lighting
2 people
Set up the buffet
3 people
Set up coffee station
2 people
Chill drinks
2 people
Lay out crockery and cutlery
2 people
Connect the technical equipment
2 people
Test microphone
2 people
Set up presentations
Brief reception team
3 people
Briefing for the catering team
3 people

Event

Welcome guests
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Serve coffee and tea
2 people
Handle the opening
Guide presentation
2 people
Refill drinks
2 people
Present snacks
2 people
Refill snacks
2 people
Lead the networking round
2 people
Serve diet meals
2 people
Open the buffet
2 people
Serve the buffet
3 people
Clear tables
2 people
Collect tableware
2 people
Restock the coffee station
Serve dessert
2 people
Give thank-you speech
See off guests
3 people

Aftercare

Pack leftovers safely
2 people
Collect waste
3 people
Dismantle furniture
3 people
Remove decorations
2 people
Disconnect equipment
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Check sanitary facilities
Inventory materials
2 people
Store usable leftovers
Return materials
2 people
Return borrowed items
2 people
Send thank-you message
Share photos with participants

What to bring

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

Furniture

Tall cocktail tablesqty 8
Dining tablesqty 6
Chairsqty 55
Buffet tablesqty 3
Registration desk
Coat racksqty 2

Tableware

Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 55
Dinner platesqty 60
Dessert platesqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving utensilsqty 12
Napkin dispensersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Presentation clicker
Wireless microphonesqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 6
Charging cablesqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Serving spoonsqty 12
Serving jugsqty 6
Thermos flasksqty 4
Ice cube traysqty 4

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Menusqty 8
Name badgesqty 60
Pensqty 30
Route signsqty 6
Adhesive stripsqty 2
Disposable vasesqty 8

Lighting

String lightsqty 6
LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Broomqty 2
Mop setqty 2
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Confirm the venue and rooms before sending invitations. Check that the layout fits dining tables, chairs, buffet tables and a registration desk, rather than assuming the room will be reset for you.
Set a firm RSVP deadline and review registrations at least twice: once when invitations close and again before confirming catering quantities. Collect dietary requirements at the same time as registration.
Ask presenters for their final presentations several days before the meeting, then test every file on the actual laptop and projector. Keep HDMI cables, a presentation clicker and a backup laptop available.
Send the programme and parking information before the meeting, not on the morning itself. A practical deadline is 3–5 days beforehand, giving attendees time to plan their arrival.
Prepare the welcome desk the day before where possible. Put out name badges, the printed attendance list and direction signs, and check that water glasses, coffee cups and serving utensils match the catering setup.

Frequently asked questions

How far in advance should I plan a partner meeting?: Start at least 6–8 weeks ahead if the meeting needs a venue, catering and several presenters. Send invitations once the date, programme outline and location are confirmed, then use the remaining weeks for registrations and presentations.
When should I confirm catering quantities for a partner meeting?: Confirm the final headcount and dietary requirements 3–5 business days before the meeting, or according to the caterer’s deadline. Keep a small margin for late changes, but do not order from the initial invitation total.
How long before the meeting should I test the presentation equipment?: Test the projector, screen, laptop, HDMI cables, clicker, microphones and speakers at least one day before the meeting. Run the test in the meeting room so you can catch missing adapters, power strips or extension cords.
When should I send the partner meeting programme and parking details?: Send both 3–5 days before the meeting, after the programme and access information are final. If parking is restricted or the venue is unfamiliar, send the directions with the invitation and repeat them in the final message.

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