Sponsor Day Checklist

A sponsor day depends on more than sending invitations and booking a venue. You need a clear sponsor list, confirmed registrations, dietary details, a working programme and speakers who have submitted their presentations. This checklist takes you from the first invitation to opening the venue, including catering, name badges, equipment tests and information packs. Use it to see what needs to happen first and what is often left until the last minute.

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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

Compile the Sponsors List
2 people
Write invitation text
Send invitations
2 people
Register sign-ups
Confirm registrations
Collect dietary requirements
Create the program
2 people
Confirm speakers
Collect presentations
Book catering
Reserve furniture
Test the equipment
2 people
Make name badges
2 people
Print programs
Send directions
Review registrations
Submit catering requirements
Share speaker information
Do the shopping
3 people
Check groceries
2 people
Chill drinks
2 people
Prepare catering
3 people
Sort name tags
Assemble info packs
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the buffet
3 people
Set up coffee station
2 people
Hang up decorations
3 people
Place sponsor logos
2 people
Set up the presentation equipment
2 people
Test the music
Check emergency exits
2 people
Hold team briefing
4 people

Event

Welcome guests
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Lead opening speech
Support the presentation
2 people
Moderate the Q&A
Serve coffee break
3 people
Refill drinks
2 people
Guide networking tables
2 people
Serve snacks
3 people
Open the buffet
2 people
Restock the buffet
3 people
Collect tableware
2 people
Empty trash bins
2 people
Hand Out Sponsor Thank-Yous
2 people
Lead the closing remarks
See guests out
3 people

Aftercare

Remove decorations
3 people
Tear down the buffet
3 people
Dismantle furniture
4 people
Switch off the equipment
2 people
Wash dishes
3 people
Collect waste
2 people
Clean rooms
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Send thank-you message
Share photos with sponsors

What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 70
Bistro tablesqty 6
Buffet tablesqty 4
Registration desk
Speaker table
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Dinner knivesqty 80
Dinner forksqty 80
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8
Carafesqty 10

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 2
Food warmersqty 4
Thermos flasksqty 5
Coolersqty 6
Ice cube traysqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 6
Power stripsqty 6
Wireless microphoneqty 2
Speakersqty 2
Microphone stand
Power banksqty 4

Decorations

Sponsor bannersqty 8
Tableclothsqty 14
Name badgesqty 80
Program leafletsqty 80
Information foldersqty 70
Flower arrangementsqty 8
Balloonsqty 100
Balloon ribbonqty 2
Pensqty 40

Lighting

LED light stringsqty 6
Table lampsqty 6

Catering

Groceries

Tips

Start with the sponsor list and invitation text, then allow enough time for replies before confirming registrations. Review the final list before sharing catering numbers or printing name badges.
Set a firm deadline for dietary requirements and speaker presentations. Submit the catering requirements only after checking registrations, so the caterer receives one reliable final count.
Test the laptop and projector before the event, not when the first speaker is waiting. Open every presentation in advance and confirm that the equipment supports the planned programme.
Plan the room around the registration desk, speaker table, buffet tables and seating. Add coat racks and waste bins where guests can find them without blocking entrances or conversation areas.
Complete shopping and venue setup in two passes: check groceries and drinks first, then chill drinks, prepare catering and sort name tags. Keep the printed programmes and assembled information packs together at registration.

Frequently asked questions

How far in advance should I send sponsor day invitations?: Send invitations at least 3 to 4 weeks before the sponsor day. Set the registration deadline around 7 days before the event, leaving time to confirm attendees and submit final catering requirements.
When should I confirm sponsor day registrations?: Review registrations continuously, then send final confirmations 5 to 7 days before the event. Use that final list to check dietary requirements, prepare name badges and print the correct number of programmes.
How early should speakers submit their presentations?: Ask speakers to submit presentations at least 3 days before the sponsor day. Test the files on the event laptop and projector before opening the venue, rather than relying on last-minute uploads.
When should catering and drinks be prepared for a sponsor day?: Confirm catering quantities about 5 to 7 days in advance, after reviewing registrations and dietary needs. On the day, check groceries first, chill drinks early and prepare the buffet before guests arrive.

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.