Sounding board meeting checklist: plan it step by step

A sounding board meeting needs more than an agenda and a room. You need a reliable participant list, clear discussion questions, assigned facilitators and practical information sent before the meeting. This checklist takes you from venue booking and registration through printing materials, testing the projector and setting up refreshments. Use it to keep preparation in order and avoid the details that are often left 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
Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Assign discussion facilitators
2 people
Develop agenda and questions
2 people
Send practical information
Confirm registrations definitively
Check the shopping list
Do the shopping
2 people
Make name badges
Print participant materials
Prepare diet labels
Test equipment
2 people
Bring materials to the venue
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
3 people
Install projection
2 people
Set up registration desk
2 people
Set up coffee and tea station
2 people
Set up the buffet table
3 people

Event

Receive participants
3 people
Register participants
2 people
Explain the program
Supervise discussion sessions
4 people
Record action items
2 people
Serve dinner
4 people
Refill drinks
2 people
Moderate the Q&A
2 people
Hand out feedback forms
See off guests and manage departure
2 people

Aftercare

Clear buffet and tables
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Return materials
2 people
Work out action items
2 people
Send the report and materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Registration desk
Clothing rack
Tableclothqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Portable speaker

Presentation

Flip chartqty 2
Flip chart paperqty 4
Whiteboard
Whiteboard markersqty 8
Sticky notesqty 6
Ballpoint pensqty 40
Name badgesqty 40
Clipboardsqty 6

Tableware

Coffee cupsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Water jugsqty 6

Kitchen

Coffee makerqty 2
Thermos flasksqty 4
Serving traysqty 6
Serving tongsqty 4

Cleaning

Waste binsqty 3
Cleaning clothsqty 8
Washing-up bowlsqty 2

Catering

Groceries

Tips

Book the venue before sending invitations, then allow time to process registrations and collect dietary requirements. Send practical information only after the agenda, access details and registration status are clear.
Give facilitators the discussion questions and agenda in advance, and confirm who leads each part of the meeting. A final registration confirmation several days before the event prevents avoidable seating and catering changes.
Test the laptop, projector, projection screen, HDMI cable, extension cord and power strip together at the venue or with the same setup you will use there. Do not assume the available cable or power outlets will be suitable.
Prepare name badges, participant materials, clipboards, pens and diet labels before arrival day. Pack these separately from presentation equipment so the registration desk can be opened quickly.
Set up the room in a fixed sequence: tables and chairs first, then projection and presentation materials, followed by the registration desk, coffee and tea station and buffet table. Chill drinks and prepare snacks only after the serving area is ready.

Frequently asked questions

How far in advance should I organise a sounding board meeting?: Reserve the venue and build the participant list at least 4 to 6 weeks before the meeting. Send invitations early enough to process registrations and collect dietary requirements before you buy food.
When should I send the agenda for a sounding board meeting?: Send the agenda and discussion questions with the practical information at least 5 working days before the meeting. Give facilitators the final version earlier if they need to prepare questions or materials.
How long before the meeting should the room be set up?: Allow at least 90 minutes for tables, chairs, the registration desk, projection equipment and refreshment stations. Test the laptop and projector before participants arrive, not during registration.
How much food and drink should I prepare for the meeting?: Plan refreshments from the confirmed registration count, including dietary requirements, and add a small buffer rather than shopping from the initial invitation list. Chill drinks and prepare snacks after the final registrations are confirmed.

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.