Safety briefing checklist and planning guide

A safety briefing runs smoothly when the practical details are settled before participants arrive. This checklist covers the full sequence: invitations and registrations, dietary requirements, speakers and presentations, room setup, technical tests, refreshments and the opening instructions. Allow extra time for equipment checks and registration, especially when you are using a projector, wireless microphone and sound system. The plan also helps you prepare clear house rules, safety materials and a structured Q&A.

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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

Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize the program
2 people
Confirm speakers
Reserve venue
Order catering
Collect presentations
Print handouts
2 people
Prepare name badges
Do the shopping
2 people
Chill drinks
2 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the presentation equipment
2 people
Test sound system
2 people
Lay out safety materials
2 people
Prepare coffee and tea
2 people
Set out snacks and buffet
3 people

Event

Register participants
3 people
Hand out name badges
2 people
Explain the opening and house rules
Provide safety presentation
Host the Q&A
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Lead the workshops
4 people
Distribute workshop materials
2 people
Collect workshop results
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Facilitate discussion tables
6 people
Discuss action points in plenary
2 people
Handle the closing
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Clear the hall
4 people
Clean the room
3 people
Inventory materials
2 people
Return borrowed items
2 people
Archive presentations and notes
Send participant information

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Registration desk
Stoolsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Cable tiesqty 30

Tableware

Reusable cupsqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6
Serving bowlsqty 8
Small bowlsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving traysqty 4

Decorations

Name badgesqty 80
Tableclothsqty 10
Directional signsqty 8
Program postersqty 6

Lighting

LED lampsqty 6

Safety

Reflective vestsqty 12
Flashlightsqty 8
Whistlesqty 12
Floor plansqty 20
First aid kit
AA batteriesqty 16

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Floor squeegee
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the final programme and speakers before printing handouts or preparing name badges. Collect presentations early enough to test every file on the laptop and projector.
Check the venue before the event day, then allow at least 60 minutes on site for tables, chairs, the registration desk, directional signs and safety materials. This leaves time to fix missing furniture or unclear room access.
Test the projector, screen, wireless microphone and speakers with the actual presentation files. Keep extension cords, power strips and cable ties ready so cables can be secured without blocking walkways.
Prepare registration materials in one place: name badges, participant information and any handouts. Set up the desk before doors open and keep a clear process for recording arrivals and dietary requirements.
Plan refreshments around the programme rather than leaving them until the last minute. Chill drinks in coolers, fill thermos flasks, and set out coffee, tea, snacks and buffet items only after the registration area is ready.

Frequently asked questions

How early should I arrive for a safety briefing?: Arrive at least 60 minutes before participants are expected. Use the first part of that time for room setup and the final 20 to 30 minutes for testing the presentation equipment, sound and registration desk.
What should be included in a safety briefing?: Cover the opening, house rules, the safety presentation and how participants can ask questions. Reserve a clearly scheduled Q&A at the end and allow at least 10 minutes for it.
When should I collect dietary requirements for a safety briefing?: Ask for dietary requirements during registration and close the collection no later than 5 to 7 days before the event. Pass the final numbers to catering before ordering food and preparing the buffet.
How long does it take to set up a safety briefing?: Allow 60 to 90 minutes for a room with tables, chairs, a registration desk, presentation equipment and refreshments. Add another 20 minutes if the sound system or venue layout is unfamiliar.

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.