Tender meeting checklist: what to arrange and when

A tender meeting needs more than a room and a presentation. You need to manage registrations, dietary requirements, tender documents, speakers, catering and the practical setup without leaving everything until the final hour. Start with the venue and invitations, then lock the programme and attendee details before preparing documents and badges. On the day, allow time to check the rooms, test the projector and microphones, set up registration and keep chilled catering refrigerated until needed.

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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

Reserve venue
Draft invitations
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Finalize the program
2 people
Confirm speakers
Collect presentations
Print the tender documents
2 people
Prepare name badges
Print route signs
Confirm catering
Check equipment
2 people
Do the shopping
2 people
Store catering chilled
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
2 people
Prepare documents
2 people
Set up the presentation equipment
2 people
Set out coffee and tea
2 people
Set up the buffet
3 people
Put up route signs
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name badges
Handle the opening
Support presentations
2 people
Collect questions
Provide coffee break
3 people
Refill drinks
2 people
Explain the tender documents
2 people
Serve dinner buffet
3 people
Host the networking drinks reception
2 people
Answer final questions
2 people
See participants off
2 people

Aftercare

Store documents safely
2 people
Wash dishes
3 people
Clean up the buffet and kitchen
3 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Disconnect equipment
2 people
Check materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Speaker table
Tableclothsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 100
Platesqty 70
Cutlery setsqty 70
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Presentation clicker
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Catering

Coffee machinesqty 2
Thermos flasksqty 6
Water jugsqty 6
Serving plattersqty 10
Buffet warmersqty 4
Serving spoonsqty 8
Bread basketsqty 6
Drink dispensersqty 3
Groceries

Decorations

Name badgesqty 60
Badge holdersqty 60
Route signsqty 8
Pensqty 70
Notepadsqty 60
Clipboardsqty 10
Table numbersqty 8
Table name cardsqty 12
Information leafletsqty 60
Program leafletsqty 60
Document foldersqty 60
Markersqty 10
Tapeqty 4
Scissorsqty 2
Arrow stickersqty 20

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving utensilsqty 10

Cleaning

Waste binsqty 6
Hand soap dispensersqty 3
Cleaning clothsqty 12
Bucketsqty 3
Broom setsqty 2
Vacuum cleaner

Tips

Reserve the venue before sending invitations, and check that it has enough tables, chairs, a registration desk and a separate speaker table for the expected group size.
Set a registration deadline several days before the meeting. Use the final attendee list to confirm dietary requirements, prepare name badges and print the correct number of tender document packs.
Collect speaker presentations before the meeting day rather than relying on each presenter’s laptop. Test the laptop, projector, screen, clicker, wireless microphones, extension cords and power strips together in the room.
Plan the room setup at least 60 minutes before registration opens. This gives you time to check seating, route signs, the registration desk, presentation equipment, coffee and tea, and buffet service.
Keep chilled catering in coolers or refrigeration until the break or meal is ready. Put out only the cups, glasses, plates, cutlery and serving utensils needed for the first service, then replenish them as required.

Frequently asked questions

How far in advance should I organise a tender meeting?: Reserve the venue and send the first invitations at least 3 to 4 weeks ahead. Close registrations several days before the meeting so dietary requirements, badges, documents and catering quantities can be finalised.
How many tender documents should I print?: Print one complete set for every confirmed attendee, plus at least 2 spare sets for late changes or missing copies. Prepare the packs after registrations are confirmed and keep a few copies at the registration desk.
How early should I arrive for a tender meeting?: Arrive at least 60 minutes before registration starts. A technical setup with a projector, screen, laptop and wireless microphones can take 30 minutes, while room and catering checks need additional time.
What equipment do I need for a tender meeting presentation?: Plan for a laptop, projector, projection screen, presentation clicker and wireless microphones, plus extension cords and power strips. Test every item with the actual presentation before attendees arrive, ideally on the same day.

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