Roundtable discussion checklist

A roundtable discussion needs more than a speaker list and a room. You need a confirmed participant list, clear discussion questions, working technology, dietary information, and a practical setup plan. Start by confirming the date, venue, moderator, speakers, and program, then move to registrations, catering, presentations, and route details. On the day, allow time to test microphones and projection, arrange the tables and chairs, prepare registration, and set out refreshments 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
Compile the participant list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send program to attendees
Confirm speakers and moderator
Prepare discussion questions
2 people
Prepare name badges
Collect presentation files
Place catering order
Test the equipment
2 people
Check route and parking
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Print participant list
Open venue
2 people
Set up tables and chairs
4 people
Connect the technical equipment
2 people
Set up registration desk
2 people
Set out name badges
Set out coffee and tea
2 people
Set up buffet and snacks
3 people
Check lighting and ventilation

Event

Staff the reception desk
2 people
Register participants
2 people
Welcome participants
2 people
Explain the opening and rules
Facilitate the discussion
2 people
Keep minutes and action items
2 people
Refill drinks
2 people
Serve snacks and dinner
3 people
Collect tableware and waste
2 people
Explain the wrap-up and next steps
See participants off
2 people

Aftercare

Switch off the equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
3 people
Dispose of waste
2 people
Check and store the materials
2 people
Return borrowed items
Send thank-you message
Send minutes to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Registration desk
Buffet tableqty 2
Stoolsqty 4

Tableware

Coffee cupsqty 50
Water glassesqty 50
Wine glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 10
Serving tongsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Microphone standsqty 2
Flip chart
Flipchart padsqty 3
Power banksqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Ice packsqty 12

Decorations

Tablecloth setsqty 6
Name badgesqty 45
Name badge holdersqty 45
Wayfinding signsqty 4
Pensqty 50
Notepadsqty 45
Table numbersqty 6

Cleaning

Trash binsqty 4
Cleaning clothsqty 10

Lighting

Table lampsqty 6

Catering

Groceries

Tips

Confirm the moderator, speakers, and discussion questions before sending the program. Give speakers a clear deadline for presentation files so the laptop and projector can be tested with the final versions.
Collect dietary requirements during registration and place the catering order only after you know the expected attendance. Keep snacks, plates, cutlery, serving platters, and serving tongs ready before the discussion starts.
Test the projector, screen, laptop, wireless microphones, microphone stands, flip chart, and power connections in the actual room. Bring extension cords, power strips, and power banks rather than discovering a missing connection during registration.
Set up the registration table with the printed participant list and name badges before opening the venue. Put coffee, tea, water glasses, and cooled drinks out early enough that the first arrivals do not interrupt the opening.
Check the route and parking information before sending the final program, then include it with the attendee details. On the day, check lighting and ventilation after the tables and chairs are in place, because room conditions can change during setup.

Frequently asked questions

How early should I start planning a roundtable discussion?: Start at least 4 to 6 weeks before the event. Confirm the venue, moderator, speakers, and participant list first, then allow time for invitations, registrations, dietary requirements, and the final program.
How long before a roundtable should the room be set up?: Allow 90 to 120 minutes for setup. This covers arranging tables and chairs, connecting and testing technology, preparing registration, setting out name badges, and preparing coffee, tea, drinks, and snacks.
How many discussion questions should a roundtable have?: Prepare 4 to 6 main questions for a 60- to 90-minute discussion. Keep 2 or 3 follow-up questions available so the moderator can bring the conversation back on track without rushing the final topic.
When should I confirm catering for a roundtable discussion?: Confirm catering 5 to 7 days before the event, once registrations and dietary requirements are checked. Reconfirm the final headcount and delivery time 24 to 48 hours beforehand.

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