Supplier Day organising checklist

A Supplier Day involves more than inviting suppliers and booking a room. You need a clear registration process, dietary information, catering, furniture, presentation equipment and arrival instructions. Start by fixing the date and venue, then build the supplier list and confirm the programme before ordering what you need. This checklist takes you from the first planning decisions through room setup, technical checks and refreshments on the day.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
2 people
Compile the supplier list
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Order drinks and snacks
Reserve furniture
Reserve equipment
Create the program
2 people
Confirm presenters
Make name badges
2 people
Update participant list
Provide route and parking info
Confirm the program and times
Do the shopping
2 people
Chill drinks
2 people
Check the venue
2 people
Collect materials
2 people

Event

Set up tables and chairs
4 people
Set up registration desk
2 people
Set up the stage and presentation area
3 people
Test sound system
2 people
Hang decorations
2 people
Prepare snacks
3 people
Set up the buffet and drinks station
3 people
Handle reception and registration
3 people
Serve coffee and tea
2 people
Host the networking drinks reception
3 people
Refill drinks
2 people
Refill snacks
2 people
Serve dinner buffet
4 people
Collect tableware and glasses
2 people
Assist with farewell and cloakroom
2 people

Aftercare

Dismantle furniture
4 people
Dismantle equipment
2 people
Collect and remove waste
3 people
Wash dishes
3 people
Clean the venue
3 people
Check materials
2 people
Return borrowed items
2 people
Check supplier invoices
Send thank-you message

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Registration desk
Coat rackqty 2

Tableware

Wine glassesqty 80
Beer glassesqty 80
Water glassesqty 80
Coffee cupsqty 60
Dinner platesqty 70
Dessert platesqty 70
Cutlery setsqty 70
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation screen
Laptop
Clothes steamer

Decorations

Name card holdersqty 60
Tablecloth setsqty 12
Flower arrangementsqty 8
Welcome sign
Directional signsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Kitchen

Thermos flasksqty 4
Water carafesqty 8
Ice containersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Bottle openersqty 4
Corkscrewsqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop setqty 2
Cleaning bucketsqty 2
Towelsqty 12

Catering

Groceries

Tips

Set the date and venue before sending invitations, then include route and parking information with the invitation. Allow at least two weeks for registrations so you can update the attendee list and collect dietary requirements.
Confirm presenters and programme timings before preparing name badges or printing final information. Send the confirmed schedule to attendees several days before Supplier Day, not on the morning itself.
Order catering and drinks only after you have a current registration count and dietary list. Plan roughly two to three drinks per person for the first hour, plus water, coffee and snacks throughout the programme.
Check the room layout against the programme: allow space for the registration table, buffet tables, dining tables, cocktail tables and the presentation area. Reserve chairs, tablecloths, serving equipment and a coat rack at the same time as the furniture.
Test the microphone, speakers, presentation screen, laptop, extension cords and power strips before guests arrive. Set up and test the sound system at least 60 minutes before registration, then put cold drinks out and prepare snacks just before opening.

Frequently asked questions

How far in advance should I send Supplier Day invitations?: Send invitations at least four weeks before Supplier Day. Keep registration open for about two weeks, then use the final attendee list and dietary requirements to confirm catering and seating.
When should catering for Supplier Day be booked?: Book catering after the first registration deadline, ideally 10 to 14 days before the event. Confirm the final headcount and dietary requirements three to five days before Supplier Day.
How early should I set up the Supplier Day venue?: Start room setup at least two hours before registration. Complete the stage, tables, chairs, registration desk and buffet area first, and finish the sound and presentation test at least 60 minutes before guests arrive.
How many drinks do I need per person for Supplier Day?: Allow two to three drinks per person for the first hour, then about one drink per person per hour. Add water, coffee and tea for the full programme, and keep coolers ready for chilled drinks.

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.