Public consultation evening checklist

A public consultation evening needs more than a room and a list of speakers. You need a reliable registration process, accessible documents, tested microphones and a clear speaking order so the meeting stays on track. Work through the plan in sequence: secure the venue and permissions first, then manage invitations and registrations, prepare speakers and materials, and finish with a practical room setup. This checklist also highlights details that are often left until the last minute.

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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

Reserve venue
Check permits
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
Process registrations
Collect dietary requirements
Confirm speakers
Print the program
Set the speaking order
2 people
Collect presentations
Prepare documents digitally
Do the shopping
2 people
Test the equipment
2 people
Print participant list
Prepare route signs

Event

Open venue
2 people
Ventilate room
Set up tables
3 people
Set out chairs
3 people
Set up the registration table
2 people
Set up the presentation equipment
2 people
Test microphones
2 people
Set out coffee and tea
2 people
Lay out documents
2 people
Register visitors
3 people
Guide visitors to the hall
2 people
Welcome speakers
2 people
Announce the opening
Support speakers
2 people
Track speaking time
Collect questions from the audience
2 people
Take minutes
2 people
Refill drinks
2 people
Serve snacks
2 people
Inform visitors about what comes next
See visitors out
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Remove route signs
Lock up the venue
2 people
Return materials
2 people
Prepare the minutes
2 people
Send follow-up documents

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Registration desk
Speaker table
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Speakerqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Pitcherqty 3
Bottle openersqty 2

Decorations

Tableclothqty 8
Name badge holdersqty 8

Lighting

Standing lampsqty 2
Emergency lightingqty 2

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the venue and any required permits before sending invitations. Check access, emergency lighting, coat storage and the layout for chairs, tables and the registration desk at least two weeks before the event.
Close registration early enough to process sign-ups and dietary requirements. Print the participant list and name badges on the day before, then keep a small number of blank badges at the registration table.
Set the speaking order before collecting the final presentations. Ask speakers for their files no later than 48 hours beforehand, prepare digital copies, and bring a laptop with the complete presentation set.
Test the projector, screen, speakers and wireless microphones in the actual room. Do this at least one hour before doors open, with extension cords and power strips positioned so they do not create a trip hazard.
Plan refreshments around the meeting schedule rather than leaving them until arrival. Set out coffee cups, glasses and serving items before guests come in, and keep kettles, coffee machines and thermos flasks together in one serving area.

Frequently asked questions

How far in advance should I organise a public consultation evening?: Secure the venue and check permits at least 4–6 weeks before the evening. Send invitations once the date, location and main speakers are confirmed, leaving at least 2 weeks for registrations.
When should I ask for dietary requirements?: Ask for dietary requirements during registration and set a clear response deadline, ideally 7 days before the event. This gives you time to process the information and arrange suitable refreshments.
How early should I arrive for a public consultation evening?: Open the venue at least 90 minutes before the advertised start time. Allow the first 30 minutes for ventilation and room setup, then use the remaining hour to test microphones, presentations and registration.
When should presentations and meeting documents be ready?: Request final presentations at least 48 hours before the event and prepare the digital files the same day. Print the programme, participant list and required documents on the day before, so last-minute registration changes can be handled separately.

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.