Peer support meeting checklist

A peer support meeting needs more than a room and a discussion topic. You will need a clear registration process, dietary information, accessible seating, trained discussion facilitators, and a calm welcome area. Work through the plan in order: confirm the venue and program first, then prepare participant information and materials, and leave enough time for room setup and equipment checks. This checklist also covers the small details people often arrange too late, such as signs, name badges, chilled drinks, and a rest area.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve venue
Check accessibility
Compile program
2 people
Confirm discussion facilitators
Update participant list
Send reminder
Prepare name stickers
Print programs
Make route and room signs
Do the shopping
2 people
Collect materials
2 people
Prepare discussion cards
2 people
Test equipment
Pack up materials
2 people
Set out the room layout
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the welcome desk
2 people
Set up the rest area
2 people
Hang decorations
2 people
Hang signs
Chill drinks
2 people
Prepare the buffet
3 people
Set out coffee and tea
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Explain the house rules
Guide the opening
2 people
Lead discussion rounds
4 people
Serve the buffet
3 people
Refill drinks
2 people
Staff the quiet room
Support the evening program
3 people
Announce the final round
Guide the farewell
2 people

Aftercare

Pack leftovers
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the room
3 people
Sort waste
2 people
Check materials
2 people
Return borrowed items
2 people
Send thank-you message
Share follow-up information

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Coat racksqty 2
Side tablesqty 3

Tableware

Coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving bowlsqty 8
Serving plattersqty 6
Serving spoonsqty 8

Catering

Thermos flasksqty 5
Coolersqty 3
Cutting boardsqty 4
Bread knivesqty 3
Scissorsqty 2
Groceries

Equipment

Kettlesqty 2
Coffee machinesqty 2
Power stripsqty 4
Extension cordsqty 4
Portable sound system

Decorations

Tableclothsqty 6
Name badgesqty 50
Pensqty 30
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Rolls of tapeqty 4
Directional signsqty 8

Cleaning

Bucketsqty 2
Mopsqty 2
Cleaning clothsqty 12
Washing-up bowlsqty 3

Tips

Set a registration deadline at least 5–7 days before the meeting so you can update the participant list, collect dietary requirements, and print the right number of programs and name badges.
Check accessibility when reserving the venue, not on the day itself. Confirm the route, room access, seating arrangement, toilets, and whether a quiet rest area can be provided.
Confirm discussion facilitators at least 3 days ahead and send them the program, discussion cards, timing, and any agreed ground rules so the conversation does not depend on last-minute decisions.
Test the portable sound system, coffee machines, kettles, power strips, and extension cords before participants arrive. Keep cables away from walkways and prepare a backup way to share announcements.
Plan room setup with a clear sequence: welcome desk and signs first, then tables and chairs, followed by refreshments, discussion materials, and the rest area. Allow at least 60–90 minutes for setup and 30 minutes for packing up.

Frequently asked questions

How far in advance should I organise a peer support meeting?: Start planning 3–4 weeks before the meeting. Reserve the venue and confirm the facilitators first, then open registrations and set a deadline 5–7 days before the event.
How do I set up a room for a peer support meeting?: Allow 60–90 minutes before arrival to arrange tables, chairs, the welcome desk, signs, refreshments, and the rest area. Keep the discussion layout easy to enter and leave, with clear routes and enough space for accessible seating.
What should I prepare for a peer support meeting discussion?: Prepare one set of discussion cards, pens, and flip-chart materials for each discussion group, plus a small reserve. Print the program and facilitator notes at least 1 day before the meeting.
When should I send a reminder for a peer support meeting?: Send the main reminder 2–3 days before the meeting, including the time, route, room details, accessibility information, and anything participants should bring. Use the final participant list to check that no registered person is missed.

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