Town Hall Discussion Checklist

A town hall discussion needs more than a topic and a room. You need time to confirm speakers, collect registration and accessibility details, prepare the questions, and test the microphones and screen before people arrive. This checklist puts those jobs in a workable order, from choosing the date and format to preparing name badges, food and drinks. Use it to keep the discussion focused and avoid last-minute gaps at reception, on stage or at the catering table.

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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

Confirm date and location
2 people
Determine the program and discussion topic
3 people
Approach speakers and facilitators
2 people
Make reservations
Check permits and notifications
Design invitations
2 people
Send invitations
2 people
Open registrations
Post on social media
Send press release
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Collect speaker information
Prepare discussion questions
3 people
Finalize the program
2 people
Confirm registrations
2 people
Send a reminder to visitors
Calculate catering quantities
2 people
Check materials and equipment
2 people
Prepare name badges
2 people
Print attendance list
Do the shopping
3 people
Prepare snacks and lunch
4 people
Chill drinks
2 people

Event

Open venue
2 people
Check rooms and toilets
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up discussion tables
3 people
Lay out registration materials
2 people
Lay out name badges
2 people
Set out presentation materials
2 people
Test microphones and speaker
2 people
Check lighting and power
2 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Clear emergency routes
2 people
Briefing for reception team
2 people
Brief discussion facilitators
3 people
Welcome visitors
4 people
Register attendance
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Announce the opening
Explain the discussion topic
Lead discussion rounds
6 people
Collect questions from the audience
2 people
Keep minutes by table
6 people
Refill drinks
2 people
Refill snacks
2 people
Announce break
Manage buffet and break area
3 people
Facilitate the main discussion
3 people
Record action items visibly
2 people
Operate the technology during the conversation
Serve the evening buffet
4 people
Moderate audience questions
2 people
Announce the closing
Wave goodbye to visitors
3 people
Pack leftovers safely
2 people

Aftercare

Collect waste
3 people
Wash dishes and supplies
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Archive attendance list
Develop meeting notes
3 people
Send thank-you message
Share the summary with visitors
2 people

What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 120
Reception desk
Speaker table
High tablesqty 6
Clothes racksqty 2

Equipment

Portable speaker
Wireless microphonesqty 2
Microphone stand
Laptop
Monitor screen
HDMI cableqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable power banksqty 4

Tableware

Coffee cupsqty 120
Water glassesqty 150
Wine glassesqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 16
Serving tongsqty 10
Coffee potsqty 4
Thermos flasksqty 4
Water jugsqty 8

Kitchen

Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 3
Measuring cupsqty 3
Mixing bowlsqty 6
Bread cutting boardsqty 3
Serving spoonsqty 10
Aluminum foilqty 3
Cling filmqty 3

Decorations

Tableclothsqty 12
Name badgesqty 140
Pensqty 80
Program flyersqty 140
Directional signsqty 12
Information bannersqty 4
Table décorqty 12
Flip chart sheetsqty 80
Markersqty 60
Sticky notesqty 30
Painter's tapeqty 6
Poster puttyqty 4

Cleaning

Waste binsqty 8
Trash bagsqty 80
Cleaning bucketsqty 3
Cleaning clothsqty 20
Dish brushesqty 4
Hand broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Set the date, location, topic and programme before sending invitations. Allow time to approach speakers and a facilitator, make reservations, and check whether permits or notifications are required.
Open registration early enough to collect dietary requirements, accessibility needs and speaker information. Review the registration list before the event and send a confirmation followed by a reminder.
Plan the room around the discussion: place the speaker table and microphone stand where everyone can see them, leave clear routes between rows of chairs, and set up a reception desk for attendance.
Test the laptop, monitor screen, HDMI cable, portable speaker and wireless microphones before visitors arrive. Bring extension cords, power strips and rechargeable power banks, and check that every connection works with the actual equipment.
Calculate catering quantities from confirmed registrations rather than estimates. Prepare coffee cups, water glasses, plates, cutlery and serving platters, chill drinks in coolers, and finish name badges and the printed attendance list before opening the doors.

Frequently asked questions

How early should I plan a town hall discussion?: Start at least 6 to 8 weeks before the event. Confirm the date and room first, then secure speakers, check permits, open registration and leave the final week for confirmations, equipment checks and catering quantities.
When should I send invitations for a town hall discussion?: Send the first invitation 4 to 6 weeks before the discussion, once the topic, programme outline and registration method are ready. Send a reminder 3 to 5 days before the event using the confirmed registration list.
How many microphones do I need for a town hall discussion?: Plan at least 2 wireless microphones for a small discussion: one for the speakers and one for audience questions. For a larger room, add a third microphone or a microphone stand so questions do not slow down the programme.
How do I plan catering for a town hall discussion?: Use the number of confirmed registrations and add about 10% for late changes where practical. Prepare drinks for arrival and breaks, then check dietary requirements before shopping and preparing snacks or lunch.

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.