Supplier Day checklist: what to arrange and when

A Supplier Day combines guest management, presentations, catering, technical equipment, and timed arrivals. Start by checking the supplier list and sending invitations early enough to process registrations and dietary requirements before the program is fixed. In the final week, confirm speakers, presentations, reservations, transport, and the technical setup. On the day itself, allow time to chill drinks, prepare the reception, set up registration, and test every microphone, cable, and presentation.

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

Check supplier list
2 people
Draft invitations
Send invitations
Register sign-ups
Process registrations
Send reminder
Collect dietary requirements
Provide dietary requirements
Finalize the program
2 people
Confirm speakers
Collect presentations
Check presentations
2 people
Make reservations
Order catering
Confirm technical setup
Plan transport of materials
Make name badges
Print attendance list
Print the program
Make route signs
Buy gifts for speakers
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare catering reception
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
Lay out name badges
Set up the presentation area
3 people
Connect the projector
2 people
Test sound
2 people
Check the lighting
Set up buffet
3 people
Set up coffee station
2 people
Set out drinks
2 people
Hang decorations
2 people
Place route signs
Check toilets
Brief the registration team
2 people
Set up the cloakroom
2 people

Event

Welcome suppliers
3 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Serve welcome drinks
3 people
Deliver the opening presentation
Support presentations
2 people
Refill drinks
2 people
Provide coffee break
3 people
Serve snacks
3 people
Restock the buffet
3 people
Serve dinner
4 people
Serve diet meals
2 people
Clear away dishes
3 people
Manage the network room
2 people
Serve farewell drinks
2 people
See off suppliers
2 people
Collect lost and found items

Aftercare

Store leftovers safely
2 people
Clear away drinks
2 people
Tear down the buffet
3 people
Collect tableware
3 people
Collect waste
2 people
Take down tables
4 people
Clear away chairs
4 people
Disconnect equipment
2 people
Remove decorations
2 people
Clean rooms
4 people
Clean the restrooms
2 people
Inventory materials
2 people
Return rental items
2 people
Remove residual waste
2 people
Return lost and found items
Send thank-you message
Follow up on presentations
Update supplier details

What to bring

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

Furniture

Cocktail tablesqty 8
Dining tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Registration desk
Coat racksqty 2
Coat hangersqty 80
Lectern
Waste binsqty 8

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Coffee spoonsqty 90
Dinner knivesqty 90
Dinner forksqty 90
Serving spoonsqty 12
Serving traysqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Audio mixer
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Cable traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Serving tongsqty 12
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6

Decorations

Table runnersqty 8
Flower arrangementsqty 8
Balloon archesqty 2
Company logo bannersqty 3
Name card holdersqty 80
Table décorqty 8

Lighting

Atmosphere lightsqty 10
Light Stripsqty 4
Spare batteriesqty 24

Presentation

Presentation clicker
Flip chartqty 2
Flipchart markersqty 12
Notepadsqty 80
Ballpoint pensqty 100
Name badgesqty 80
Program leafletsqty 90
Display standsqty 4

Cleaning

Microfiber clothsqty 12
Cleaning glovesqty 6
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Hand soap dispensersqty 6

Safety

Cable markersqty 30
Non-slip matsqty 6
Flashlightsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before Supplier Day. This gives you time to process sign-ups, collect dietary requirements, print the attendance list, and provide final numbers to the caterer.
Lock the program before sending the final reminder. Confirm every speaker, collect presentations, and check that the laptop, projector, screen, HDMI cables, microphones, speakers, and audio mixer work together.
Plan the room around the guest flow: place the registration desk and name badges at the entrance, coat racks nearby, and route signs where visitors could hesitate. Keep cable trays and extension cords away from walking paths.
Confirm catering quantities after registration closes, not before. Check that buffet tables, serving trays, plates, glasses, cutlery, coffee cups, spoons, and coffee machines match the reception and meal format.
Create a day-of checklist with handover times for materials and transport. Finish shopping and collecting supplies before the event morning, then chill drinks and prepare the catering reception before guests arrive.

Frequently asked questions

How far in advance should I send Supplier Day invitations?: Send the first invitations 3 to 4 weeks before Supplier Day. Set the registration deadline around 7 days before the event so you can confirm catering, seating, dietary requirements, and printed materials.
When should I finalize the Supplier Day program?: Aim to finalize the program 7 days before the event. Confirm speakers and collect their presentations by then, leaving at least 24 hours for a technical check and any necessary corrections.
How many microphones and cables do I need for Supplier Day?: The exact number depends on the speakers and room, but test every wireless microphone with the audio mixer before guests arrive. Prepare at least one compatible HDMI cable, extension cord, and power strip for each active presentation position, plus one backup cable.
What should be done on the morning of Supplier Day?: Complete room setup, registration, signage, and technical testing before the first guests arrive. Chill drinks and prepare the catering reception early enough to allow at least 30 minutes for a final check of food, coffee, glasses, waste bins, and name badges.

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.