Strategy day checklist: what to arrange and when

A strategy day needs more than a meeting room and an agenda. You need a workable programme, confirmed registrations, dietary information, transport details, materials, and a room that is ready before the first attendee arrives. This checklist covers the sequence from choosing the date through welcome drinks and final setup. It also helps you catch the details that are often left until the last minute, such as power access, name badges, weather protection, and chilled drinks.

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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

Set the date and program
2 people
Reserve venue
Reserve activities
Send invitations
Process registrations
Collect dietary requirements
Provide transport and parking information
Send program to attendees
Finalize participant list
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Bring materials to the venue
2 people
Check the venue and grounds
2 people
Set up tables and chairs
3 people
Build the canopy
3 people
Connect the technical equipment
2 people
Prepare work materials
2 people
Set out name badges
Chill drinks
2 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Set up the reception table

Event

Receive participants
2 people
Serve welcome drinks
2 people
Explain the program
Refill coffee and tea
Distribute workshop materials
2 people
Serve break snacks
2 people
Refill drinks
2 people
Supervise outdoor activity
3 people
Prepare barbecue
3 people
Serve barbecue
4 people
Refill side dishes
2 people
Collect dishes and glasses
2 people
Serve dessert
2 people
Announce the closing
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Switch off equipment
2 people
Clear tables and chairs
3 people
Take down the canopy
3 people
Clean the venue
3 people
Return materials
2 people
Return borrowed materials

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 32
Buffet tablesqty 3
High tablesqty 4
Party tentqty 2
Tableclothqty 8

Tableware

Dinner platesqty 36
Dessert platesqty 36
Drinking glassesqty 48
Coffee cupsqty 36
Forksqty 36
Knivesqty 36
Spoonsqty 36
Serving plattersqty 12
Serving spoonsqty 8

Equipment

Barbecueqty 2
Coolersqty 4
Coffee makerqty 2
Kettlesqty 2
Portable speaker
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

String lightsqty 4
Outdoor lightsqty 4

Decorations

Name badgesqty 32
Chalkboardsqty 4
Directional signsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Pliersqty 4
Aluminum traysqty 6
Thermos flasksqty 4

Sports equipment

Conesqty 20
Ropeqty 2
Ballsqty 4

Cleaning

Waste binsqty 6
Towelsqty 12
Washing-up tubsqty 3

Catering

Groceries

Tips

Set the date, programme, and venue before sending invitations. Allow at least 2–3 weeks for registrations, dietary requirements, and transport questions to come in.
Build the participant list around the programme, not just the room capacity. Close registrations early enough to order food, prepare name badges, and arrange seating without same-day changes.
Check technical and power requirements at least 7 days ahead. Count microphones, speakers, extension cords, and power strips, then test the equipment before attendees arrive.
If any part of the day is outdoors, check the weather forecast 48 hours beforehand and confirm the canopy, outdoor lights, tables, and chairs are usable. Do not wait until setup time to discover that the ground is unsuitable.
Plan setup backwards from the arrival time. Allow roughly 60–90 minutes to check the venue, arrange furniture, connect equipment, prepare work materials, set out badges, chill drinks, and put out coffee, tea, and snacks.

Frequently asked questions

How far in advance should I plan a strategy day?: Set the date and reserve the venue at least 4–6 weeks ahead if possible. Send invitations 2–3 weeks before the day, then leave several days to process registrations and collect dietary requirements.
When should I send the strategy day programme to attendees?: Send the programme and practical information at least 5–7 days before the event. Include arrival time, transport and parking details, activities, and anything participants need to bring.
How much setup time does a strategy day need?: Allow 60–90 minutes before participant arrival for furniture, work materials, name badges, catering stations, and technical equipment. Add another 30 minutes if you are building a canopy or setting up an outdoor area.
How many drinks should I provide for a strategy day?: For the first hour, plan on 2–3 drinks per person, including welcome drinks, water, coffee, and tea. For a full day, add at least 1–1.5 litres of non-alcoholic drinks per person and adjust for warm weather or outdoor activities.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.