Relationship Day Planning Checklist

A relationship day needs more than a date and a guest list. You also need a clear programme, confirmed speakers, dietary information, room layout and a reliable registration setup. Work backwards from the event date so invitations, reservations and deliveries are settled before the final week. On the day itself, leave time to chill drinks, prepare snacks, test presentations and set up the buffet, bar and technical equipment before guests arrive.

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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

Confirm date and location
Create the program
2 people
Compile the guest list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm deliveries
Make reservations
Confirm speakers
Send route information
Prepare name badges
2 people
Print attendance list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare materials
2 people

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Set up the buffet and bar
3 people
Hang decorations
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Display snacks
3 people
Brief reception team
2 people
Welcome guests
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Deliver the welcome speech
Lead the networking activity
2 people
Refill drinks
2 people
Refill snacks
2 people
Guide presentation
Open the dinner buffet
2 people
Refill buffet
2 people
Hand out farewell gifts
2 people
See off guests
2 people

Aftercare

Collect tableware
3 people
Collect waste
2 people
Wash dishes
3 people
Clean the bar and buffet
2 people
Clean the venue
3 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
High tablesqty 6
Registration desk
Buffet tablesqty 3
Coat racksqty 2

Tableware

Platesqty 70
Dessert platesqty 70
Glassesqty 100
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 12

Decorations

Tableclothsqty 8
Name badgesqty 60
Name badge holdersqty 60
Balloonsqty 80
Flower arrangementsqty 6
Welcome sign

Equipment

Speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Serving tongsqty 8

Cleaning

Waste binsqty 4
Broom setsqty 2
Mopsqty 2

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Set the date and location first, then create the programme before sending invitations. Guests need the start time, route information and a clear idea of the day before they register.
Close registration early enough to act on the numbers. Collect dietary requirements at the same time, then use the final guest count to plan badges, seating, food, drinks and printed attendance lists.
Confirm speakers, reservations and deliveries no later than one week before the event. Recheck arrival times and technical requirements rather than assuming every supplier or speaker has the latest schedule.
Keep the registration desk near the entrance and prepare one name badge for every registered guest, plus a small spare set. Put the attendance list and route information there so late arrivals do not interrupt the programme.
Allow at least 90 minutes for room setup before guests arrive. Arrange tables and chairs, prepare the buffet and bar, connect the microphone, speakers and projector, then test every presentation with the actual cables and power strips.

Frequently asked questions

How far in advance should I send relationship day invitations?: Send invitations around 6 to 8 weeks before the relationship day. Set the registration deadline at least 10 to 14 days before the event so you can confirm catering, badges, seating and printed lists.
When should I confirm the final guest numbers?: Close registrations 10 to 14 days before the event and confirm the final count within 2 days. This gives you time to process dietary requirements and adjust food, drinks, chairs and table settings.
How early should I arrive to set up a relationship day?: Plan to open the venue at least 90 minutes before guests arrive. Use the first hour for tables, chairs, registration, buffet and decorations, and keep the final 30 minutes for testing presentations and checking drinks and snacks.
What equipment do I need for presentations at a relationship day?: Allow for a microphone, speakers, projector, projection screen, extension cords and power strips. Test the complete setup at least 30 minutes before arrival, including every presentation file and the sound level.

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.