Startup weekend checklist: what to arrange and when

A startup weekend has many moving parts: participant registrations, dietary requirements, speakers, coaches, catering and a room that must work from the first briefing to the final presentations. This checklist puts the work in a practical order, from booking the venue and confirming the programme to testing the microphone and setting up name badges. Use it to avoid common last-minute problems, such as missing HDMI cables, unlabelled dietary needs or coffee equipment that has not been tested.

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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
Process registrations
Collect dietary requirements
Reserve the venue and hall
Order catering
Finalize the program
2 people
Confirm speakers and coaches
Collect presentations
Print participant list
Prepare name badges
2 people
Pick up groceries
2 people
Bring materials to the venue
3 people
Set out the room layout
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Set up the presentation area
2 people
Connect projector and laptop
2 people
Test the microphone and speakers
2 people
Set up flip charts and work tables
2 people
Hang up decorations
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Display snacks
2 people
Briefing for reception team
3 people

Event

Register participants
3 people
Serve welcome drinks
2 people
Deliver welcome presentation
Support the pitch round
2 people
Facilitate workshops
4 people
Serve snacks
2 people
Refill drinks
2 people
Host the networking drinks reception
2 people
Guide the final pitches
2 people
Arrange farewell and thank-you

Aftercare

Collect tableware
2 people
Sort and remove waste
2 people
Clean the room
3 people
Put furniture back
3 people
Switch off equipment
2 people
Inventory materials
Return borrowed items
2 people
Clear away leftover catering
Handle lost and found
Send thank-you messages

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Bar stoolsqty 8
Registration desk
Waste binsqty 4

Tableware

Glassesqty 80
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Power stripsqty 6
Extension cordsqty 4
HDMI cablesqty 3
Presentation clicker
Flip chartsqty 4
Flipchart markersqty 8
Notepadsqty 70
Ballpoint pensqty 80

Decorations

Name badge holdersqty 70
Name badgesqty 80
Directional signsqty 8
Table signsqty 12
Tableclothsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Ice containersqty 2

Cleaning

Dishpanqty 2
Dish brushesqty 3
Floor squeegeesqty 2

Lighting

Atmosphere lightsqty 6

Catering

Groceries

Tips

Close registrations and dietary requirements at least 5–7 days before the event. That gives you time to adjust catering numbers, print the participant list and prepare name badges without working from incomplete information.
Confirm speakers, coaches and presentations 3–5 days beforehand, then test every presentation on the actual laptop and projector. Bring an HDMI cable, presentation clicker and a backup power strip rather than assuming the venue has compatible equipment.
Plan room setup around the programme, not just the number of attendees. Allow space for tables and chairs, work tables with flip charts, a registration desk, the presentation area and clear directional signs.
Set up registration and the presentation area at least 60 minutes before doors open. Connect the laptop, projector, screen, microphone and speakers, and run a complete sound and image test before participants arrive.
Prepare coffee, tea, chilled drinks and snacks before registration starts, but keep a second serving moment in reserve for the longer working sessions. Put waste bins near food and drink points so cups, plates and packaging do not collect on work tables.

Frequently asked questions

How far in advance should I plan a startup weekend?: Start venue, catering and speaker planning 6–8 weeks before the weekend. Finalise registrations, dietary requirements and the programme during the last 5–7 days.
How early should I arrive to set up a startup weekend?: Allow at least 90 minutes for furniture, registration, catering and room signs. Add another 30 minutes if you need to connect and test a projector, microphone and speakers.
How much food and drink do I need for a startup weekend?: Base catering on the confirmed participant list plus roughly 5–10% extra portions. For the opening hour, plan for 2–3 drinks per person, then replenish coffee, tea, water and snacks during the working blocks.
What AV equipment do I need for a startup weekend?: Prepare a laptop, projector, projection screen, microphone and speakers, plus at least two HDMI cables, power strips and extension cords. Test the complete setup 60–90 minutes before the first presentation.

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