What you need for a safety briefing

A safety briefing needs more than presentation slides and a room. You will also need a clear registration point, visible directions, reliable presentation equipment, and enough coffee, drinks and snacks for the audience. Plan serving supplies around your headcount rather than buying one of everything. Check cables, power access and microphone batteries before the day, because replacing them at the last minute is harder than setting them up early.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Prepare one name badge per participant, plus at least 10% extra for walk-ins, spelling changes or damaged badges. Keep the badges at the registration desk in alphabetical order if you already have the attendee list.
For a one-hour briefing, allow two to three drinks per person in the first hour, then about one drink per person for every additional hour. Add coffee, tea, milk and sugar separately so the cold drinks do not run out first.
Bring at least one extension cord and one power strip for each separate equipment area. Secure cables with cable ties and test the laptop, projector, screen, speakers and wireless microphone before participants arrive.
Use directional signs at the entrance, registration desk and presentation room. Put them up during setup, not when registration has already started, and bring spare paper or signs in case the venue layout changes.
Set out serving bowls, spoons, plates, cutlery and trays before catering arrives. Keep one clean cutting board and bread knife available for buffet preparation, and use coolers or thermos flasks to maintain drink and coffee temperature.

Frequently asked questions

What should I buy for a safety briefing?: Plan for name badges, directional signs, drinks, coffee and tea, snacks or buffet food, and the serving items needed for your headcount. You will also need presentation equipment such as a laptop, projector, screen, speakers and a wireless microphone if the venue does not provide them.
How many drinks do I need for a safety briefing?: Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Buy around 10% extra when attendance is uncertain or participants may stay for questions.
How many name badges should I prepare?: Prepare one badge per registered participant and add at least 10% extra. For 50 participants, that means 55 badges, giving you cover for late registrations and corrections.
When should I test the safety briefing equipment?: Test the laptop, projector, screen, speakers and wireless microphone at least 60 minutes before registration opens. Check power points and cable routes during the same setup period, then run through the first presentation slide and microphone level once more.