Roundtable discussion checklist

A roundtable discussion runs smoothly when the practical details are settled before the first question is asked. Start by booking the venue and confirming participants, then shape the agenda around the available discussion time. Dietary requirements, name badges, printed questions, flip charts, and a note taker are easy to overlook until the day itself. This checklist helps you move from invitations and registrations to room setup, refreshments, and moderator preparation without leaving key tasks until the last hour.

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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
Compile the participant list
2 people
Draft invitation
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Define discussion questions
2 people
Create the program and schedule
Brief moderator
2 people
Assign Note Taker
Create catering menu
2 people
Create a shopping list
Purchase supplies
2 people
Do the shopping
2 people
Check materials
2 people
Print agenda and questions
Prepare name badges
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Prepare the buffet
3 people
Set up tables and chairs
4 people
Set tables
3 people
Set up flip charts
2 people
Set out name badges
2 people
Hang up signage
2 people
Set up registration desk
2 people
Check the room and equipment
2 people

Event

Receive participants
3 people
Hand out name badges
2 people
Handle the opening
Lead discussion rounds
2 people
Collect notes
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
3 people
Open the break and buffet
3 people
Lead the evening discussion
2 people
Refill the dinner buffet
3 people
Handle the closing
See participants off
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Dismantle tables and chairs
4 people
Sort and remove waste
2 people
Clean the room
3 people
Check and pack materials
2 people
Return borrowed materials
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Registration desk
Coat racksqty 2

Tableware

Water glassesqty 40
Wine glassesqty 40
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40
Serving boardsqty 8
Serving plattersqty 8
Water jugsqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Kitchen scale
Kitchen thermometerqty 2

Presentation

Flip chartsqty 3
Flipchart padsqty 6
Markersqty 24
Pensqty 40
Notepadsqty 40
Kitchen timersqty 3

Decorations

Table runnersqty 6
Name badgesqty 40
Table numbersqty 6
Signage boardsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the discussion. Use the final participant list to confirm dietary requirements, print name badges, and plan seating rather than preparing these items from an open-ended list.
Write the program with fixed start and finish times, including a 10–15 minute arrival period. Give the moderator the discussion questions and timing before the event so they can prepare transitions and follow-up prompts.
Prepare one printed agenda and question sheet per participant, plus 2–3 spare copies. Put pens and notepads at every place, and check that flip charts, pads, and markers are ready before guests arrive.
Set up the room at least 60 minutes beforehand. Arrange tables and chairs first, then place the registration desk, signage, name badges, water jugs, glasses, and table numbers so the arrival flow is clear.
Prepare coffee, tea, water, and snacks before registration opens, but keep hot drinks in thermos flasks until needed. Chill drinks in advance and place buffet items out close to the scheduled break so they do not sit unattended for the whole session.

Frequently asked questions

How far in advance should I send roundtable discussion invitations?: Send invitations 3–4 weeks before the discussion when possible, with a clear response deadline. Confirm registrations and dietary requirements about 7 days before the event, then send the final practical details.
How long should a roundtable discussion be?: Plan 90–120 minutes for the discussion itself, with a 10–15 minute arrival period and a short break if needed. Limit the agenda to a small number of questions so every participant has time to contribute.
How many chairs and name badges do I need for a roundtable?: Prepare one chair and one name badge for every confirmed participant, moderator, and note taker. Add 2–3 spare badges and chairs if the format allows late changes or observers.
When should I set up catering for a roundtable discussion?: Set out water and arrival drinks before guests enter, then prepare snacks and buffet items shortly before the planned break. Complete the room and catering setup at least 60 minutes before the start time.

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