Regional entrepreneurs’ evening checklist

Use this checklist to organise a regional entrepreneurs’ evening from the first booking to the final room check. Set the date and programme before approaching speakers, then arrange registration, invitations and catering around the confirmed schedule. In the final week, collect dietary requirements, presentations and technical details instead of leaving them for the event day. The plan also covers name badges, drinks, snacks, equipment, tables and the registration desk so the evening can start on time.

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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
Approach speakers
Book catering
Draft invitation
Set up the registration form
Send invitations
2 people
Post social promotion
Process registrations
Collect dietary requirements
Send reminder
Create final guest list
Prepare name badges
2 people
Print the program
Collect presentations
Test the equipment
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set aside vegetarian snacks
Make allergen cards
Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Lay out name badges
Set up the presentation table
2 people
Connect the sound system
2 people
Connect the projector
Test presentations
2 people
Check the lighting
Hang decorations
2 people
Set up buffet
3 people
Set up coffee station
2 people
Set out drinks
2 people
Set out tableware
2 people
Place waste stations
Check toilets
Place information signs
Briefing for reception team
3 people

Event

Welcome speakers
2 people
Register guests
3 people
Serve welcome drinks
3 people
Hand out name badges
2 people
Serve snacks
3 people
Lead opening speech
Announce the speaker
Manage microphone
Present presentations
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Lead the networking round
2 people
Serve coffee and tea
2 people
Thank speakers
Serve farewell drinks
2 people
See guests out
2 people

Aftercare

Switch off equipment
2 people
Take down the buffet
3 people
Put furniture back
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the venue
3 people
Clean the restrooms
Remove decorations
2 people
Pack inventory
2 people
Lock up the venue
2 people
Return materials
2 people
Send thank-you message
Share photos
Check invoices

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Bar stoolsqty 8
Buffet tablesqty 3
Registration desk
Coat racksqty 2
Waste binsqty 6

Tableware

Water glassesqty 80
Wine glassesqty 80
Coffee cupsqty 70
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Carafesqty 8
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptopsqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 4
Scissorsqty 3
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 12

Decorations

Name card holdersqty 70
Table runnersqty 8
Flower arrangementsqty 6
Welcome sign
Program standsqty 4
Buntingqty 6
Tapeqty 4
Writing pensqty 80
Notepadsqty 70

Lighting

LED string lightsqty 6
Table lampsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Speakers, catering and the registration form all depend on the confirmed running order, so allow at least 4–6 weeks for replies and adjustments.
Close registration several days before the event and create the final guest list from the responses. Use it to prepare name badges, check dietary requirements and estimate seating, coffee cups, wine glasses and water glasses.
Collect every presentation before the final week and test each laptop, projector, screen, HDMI cable, microphone and speaker together. Keep extension cords and power strips ready; a missing adapter is difficult to solve once guests arrive.
Prepare separate vegetarian snacks and allergen cards before opening the buffet. Chill drinks and arrange serving trays, carafes, thermos flasks, plates and serving spoons before guests arrive, rather than during registration.
Give the event-day setup a fixed sequence: open the venue, check the rooms, place tables and chairs, set up the registration desk and coat racks, then test sound and projection. Keep waste bins visible and leave time for a final shopping-list check.

Frequently asked questions

How far in advance should I organise a regional entrepreneurs’ evening?: Start 6–8 weeks ahead if speakers and catering are involved. Reserve the venue and set the date first, then allow time for invitations, registrations and dietary requirements.
When should I send invitations for an entrepreneurs’ evening?: Send the main invitation about 4–6 weeks before the event. Send a reminder 5–7 days beforehand, after the registration list and programme details are nearly final.
When should I finalise catering numbers and dietary requirements?: Set the registration deadline 5–7 days before the evening and review the responses immediately. Give the caterer the final number and dietary information as soon as registration closes.
How early should I arrive to set up the event equipment?: Allow at least 2 hours before guests arrive for tables, the registration desk, drinks, snacks and room checks. Add extra time if presentations, wireless microphones or a projector need testing.

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.