Registration evening checklist

A registration evening runs smoothly when the admin, room and welcome desk are prepared in the right order. Start by publishing the date and opening the registration form, then track responses and dietary requirements as they arrive. In the final week, print badges, programmes and floor plans, confirm access and reservations, and order catering. On the day, test digital registration, set up tables and chairs, chill drinks, label food and make the reception desk easy to find.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Publish date and times
Send invitations
2 people
Open the registration form
Process registrations
2 people
Send reminder
Collect dietary requirements
Process registrations final
2 people
Prepare name badges
2 people
Print programs
Print floor plan
Sort name badges
2 people
Check presentation materials
2 people
Confirm reservations
Order catering
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Label catering by dietary requirement
2 people
Lay out sign-up sheets
2 people
Test digital registration
2 people
Arrange keys and access
Check rooms
2 people
Set up tables
4 people
Set out chairs
4 people
Set up the reception desk
2 people
Prepare registration materials
2 people
Set up information tables
3 people
Set up the presentation area
2 people
Hang up signage
2 people
Check the lighting
Set up coffee station
2 people
Connect the technical equipment
2 people
Test presentation
2 people
Inform staff

Event

Staff the reception desk
3 people
Register visitors
4 people
Hand out name badges
2 people
Directing visitors
2 people
Provide information
4 people
Complete registration forms
2 people
Guide presentation
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Keep the buffet clean and replenished
2 people
Store registration details securely
2 people
See off the last visitors
2 people

Aftercare

Collect tableware
3 people
Clear tables and chairs
4 people
Switch off the equipment
2 people
Collect the registration materials
2 people
Collect waste
3 people
Wash dishes
3 people
Clean rooms
3 people
Remove signage
2 people
Chill leftover catering
2 people
Return materials
2 people
Archive registration details
2 people
Process pending registrations
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Reception desksqty 2
Information desksqty 6
Tableclothsqty 12

Equipment

Laptopsqty 6
Tabletsqty 4
Projector
Projection screen
Laptop chargersqty 6
Extension cordsqty 8
Power stripsqty 8
Mobile phone chargersqty 4

Office

Registration formsqty 250
Programsqty 150
Floor plansqty 50
Name badgesqty 150
Desk pensqty 20
Markersqty 12
Pensqty 60
Clipboardsqty 15
Tapeqty 6
Scissorsqty 6
Printer
Printer paperqty 2
Ink cartridgesqty 2

Decorations

Directional signsqty 12
Table signsqty 12
Arrow stickersqty 30

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 120
Cutlery setsqty 120

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6
Coolersqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning clothsqty 20
Bucketsqty 3
Mopsqty 3
Broomsqty 3

Catering

Groceries

Tips

Open the registration form as soon as the date and times are published, and test it on both a laptop and a phone before sending invitations. Keep a final registration deadline so badges, catering and dietary labels are not rushed.
Send the reminder after the first registration round, then complete the final registration check before printing name badges. Print a few blank badges and keep pens, markers and clipboards at the reception desk.
Confirm room access and key arrangements at least one working day before the event. Check that tables, chairs, reception desks, information desks, directional signs and arrow stickers match the floor plan.
Test the projector, presentation laptop, chargers, extension cords and power strips before guests arrive. Keep a spare laptop charger and mobile phone charger at the registration desk rather than searching for one during the welcome.
Order catering only after the final dietary information has been checked, then label each dietary option clearly. Chill drinks and prepare snacks in time for the first arrivals, and put coffee cups beside the drinks rather than in storage.

Frequently asked questions

When should I send invitations for a registration evening?: Send invitations as soon as the date, times and registration form are ready, ideally at least 2 to 3 weeks before the evening. Set a clear registration deadline and send one reminder during the open-registration period.
When should I print name badges for a registration evening?: Wait until registrations are processed for the final time, then print badges 1 to 2 working days before the event. Prepare a small number of blank badges for late changes or walk-in guests.
How early should I order catering for a registration evening?: Place the catering order after the first registration review and confirm quantities after the final registration check. Aim to finalise the order at least 3 working days before the evening so dietary requirements can be labelled correctly.
How long before the event should I set up the registration desk?: Set up the reception desk, registration forms, badges, pens, programmes and floor plans at least 60 minutes before doors open. Test digital registration and check the room, signs and presentation equipment during the same setup window.

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.