Refugee meeting checklist

A refugee meeting needs more coordination than a standard community gathering. You may need several invitation languages, interpreters, dietary information, children’s activities and clear transport instructions at the same time. Start with the venue, date and programme, then work through registrations and language needs before booking catering and support. In the final week, focus on translated materials, name badges, equipment tests and moving supplies to the venue. This checklist keeps the planning sequence practical and visible.

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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
Set the date and program
2 people
Draft invitations
2 people
Translate invitations
3 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Inventory interpreter languages
2 people
Book interpreters
2 people
Order catering
2 people
Confirm program partners
2 people
Select children's activities
2 people
Finalize the music program
2 people
Collect transport information
Set up parking and walking routes
Translate program
2 people
Prepare name badges
2 people
Set up info tables
2 people
Check presentations
2 people
Test the equipment
2 people
Do the shopping
3 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Bring materials to the venue
3 people
Check the venue
2 people
Set up tables
4 people
Set out chairs
4 people
Set up the reception desk
2 people
Set up information tables
4 people
Set up kids' corner
3 people
Hang decorations
3 people
Set up signage
2 people
Connect the sound system
2 people
Set up projector and screen
2 people
Set up buffet tables
4 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Briefing for reception team
4 people
Give interpreters a briefing
4 people

Event

Welcome guests
5 people
Hand out name badges
3 people
Serve coffee and tea
3 people
Give the opening speech
Present welcome information
3 people
Guide interpreters
2 people
Staff information desks
8 people
Supervise children's activities
4 people
Serve snacks
4 people
Refill drinks
3 people
Empty trash bins
2 people
Restock the buffet
4 people
Serve the hot meal
5 people
Guide music program
2 people
Refill coffee and tea
2 people
See off guests and manage departure
4 people
Collect lost and found items
2 people

Aftercare

Switch off equipment
2 people
Clear the buffet
4 people
Wash dishes
4 people
Sort waste
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Clean the room
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftovers
2 people
Return venue keys
Send thank-you messages
2 people
Process the attendance list

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Information desksqty 6
Children's chairsqty 8
Coat racksqty 2
Bollardsqty 8

Tableware

Reusable platesqty 110
Reusable bowlsqty 100
Reusable cupsqty 180
Coffee cupsqty 120
Water glassesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Soup ladlesqty 6
Serving plattersqty 16
Serving trays with lidsqty 8
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 4
Cling filmqty 4
Cooler labelsqty 20

Decorations

Tableclothsqty 16
Buntingqty 8
Paper decorationsqty 12
Flower arrangementsqty 6
Name badgesqty 120
Pensqty 40
Information boardsqty 12
Table numbersqty 12

Children's activities

Colored pencilsqty 12
Coloring booksqty 30
Drawing paperqty 200
Markersqty 12
Building blocksqty 4
Puzzlesqty 8
Gamesqty 8
Play matsqty 4

Lighting

LED string lightsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Glovesqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Fire blanketsqty 2

Catering

Groceries

Tips

Set the date and programme before sending invitations, then allow at least 10–14 days for registrations and responses in multiple languages.
Ask about dietary requirements during registration rather than after catering is ordered. Set a clear response deadline, ideally 7 days before the meeting.
Count interpreter languages from the registrations and book interpreters as soon as the language mix is known; waiting until the final week can leave gaps in the programme.
Translate the invitation and programme before printing name badges or setting up information desks. Keep one consistent spelling of names and session titles across all materials.
Test the projector, screen, microphones, speakers, laptop and power connections at the venue at least 24 hours before the meeting. Bring extension cords and power strips rather than assuming the room has enough sockets.

Frequently asked questions

How far in advance should I organize a refugee meeting?: Start planning at least 6–8 weeks ahead if you need a venue, interpreters and catering. Send invitations 2–3 weeks before the meeting so there is time to register participants and collect language and dietary information.
When should I book interpreters for a refugee meeting?: Book interpreters as soon as registrations show which languages are needed, preferably 3–4 weeks before the meeting. Confirm their working hours and programme sections no later than 7 days beforehand.
How much catering should I order for a refugee meeting?: Order for the confirmed registration count plus a small buffer of about 5–10%, unless the venue or caterer recommends another quantity. Finalize dietary requirements at least 7 days before the meeting so substitutions can be arranged.
When should I test the equipment at the venue?: Test the laptop, projector, screen, microphones and speakers at least 24 hours before the meeting, and repeat a short check when setup begins. Check power sockets, extension cords and microphone batteries before participants arrive.

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