Strategy Day Checklist: What to Arrange and When

A strategy day needs more than a room and a programme. You need a confirmed participant list, dietary information, working materials, tested presentation equipment, and a clear setup plan. Start with registrations and the venue, then finalize the programme and group work before preparing the room. On the day itself, allow time to ventilate the room, arrange tables and chairs, set up the projector and sound system, and prepare coffee, drinks, and snacks before participants arrive.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm reservation
Finalize the program
2 people
Collect presentations
Prepare activities
2 people
Create group assignments
Send route information
Test the equipment
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Open venue
2 people
Ventilate room
Set up tables and chairs
3 people
Set up the presentation table
Set up projector and screen
2 people
Connect the sound system
2 people
Set up presentations
Set out name badges
Prepare work materials
2 people
Set up the coffee and tea station
2 people
Arrange snacks on platters
2 people
Set up the information table
Brief reception team
2 people

Event

Receive participants
2 people
Serve coffee and tea
2 people
Welcome and explain the program
Deliver strategic presentation
Restock break snacks
Guide workgroups
4 people
Refill drinks
Collect results
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Replenish buffet and drinks
2 people
Collect dishes and glasses
2 people
Support the evening program
2 people
Refill coffee and tea
Record action items
Announce the closing
See participants off
2 people

Aftercare

Chill leftover food
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Disconnect equipment
2 people
Clean the room
3 people
Check materials
2 people
Return borrowed items
Archive Participant Materials
Distribute action points
Store leftovers safely

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tablesqty 2
Stoolsqty 4

Tableware

Dinner platesqty 24
Dessert platesqty 24
Coffee cupsqty 24
Drinking glassesqty 30
Wine and beer glassesqty 30
Cutlery setsqty 30

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Microphone

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 6
Cutting boardsqty 2
Chef’s knives and bread knivesqty 4
Small bowlsqty 8
Carafesqty 6

Work materials

Flip chartsqty 3
Flipchart markersqty 3
Notepadsqty 24
Ballpoint pensqty 30
Sticky notesqty 12
A4 paperqty 250
Name badge holdersqty 24
Name badgesqty 24
Painter's tapeqty 3

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Close registrations early enough to process the list and dietary requirements before confirming catering or shopping. A final headcount at least 5 working days before the strategy day gives you time to adjust.
Collect presentations before the event and test the laptop, projector, HDMI cable, extension cords, and sound system together. Do not wait until the first speaker arrives to discover that an adapter or power strip is missing.
Plan the room layout around the activities and group assignments, not just the presentation. Set up tables, chairs, flip charts, markers, and work materials before opening the venue so the first session can start on time.
Prepare the coffee and tea station before participants arrive, including cups, carafes or thermos flasks, and serving items. Chill drinks in advance and place snacks on platters rather than leaving serving and cutting to the arrival period.
Send route information with the invitation or registration confirmation, then check it again the day before. Keep the participant list, name badges, final programme, dietary notes, and emergency contact details together at the venue.

Frequently asked questions

How far in advance should I organize a strategy day?: Start planning 4 to 6 weeks ahead if you need to confirm a venue, collect registrations, and coordinate presentations. Finalize the participant list, dietary requirements, programme, and shopping list during the final week.
When should I send strategy day invitations?: Send invitations 3 to 4 weeks before the event and include the date, times, venue, route information, and registration deadline. Close registrations about 7 days beforehand so you can assign groups and prepare materials accurately.
How much time do I need to set up a strategy day venue?: Allow at least 90 minutes before participants arrive for ventilation, tables and chairs, presentation equipment, name badges, work materials, and refreshments. Add another 30 minutes if you need to test a sound system or arrange several activity areas.
What should I check the day before a strategy day?: Check the final programme, presentations, participant list, dietary requirements, group assignments, route information, shopping, and equipment. Charge the laptop, test the projector and sound system, and chill drinks at least 12 hours before the start.

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