Traffic information evening checklist

A traffic information evening runs smoothly when the practical details are closed before guests arrive. Set the date and programme first, then secure speakers, invitations, registrations and catering. In the final week, confirm attendance, collect presentations and check accessibility and equipment. On the day, allow time to arrange the registration desk, seating, presentation setup, refreshments and a full sound and video test before the first guest arrives.

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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
Set the date and program
2 people
Invite speakers
Send invitations
2 people
Process registrations
Collect dietary requirements
Check accessibility
Order catering
Collect presentations
Check equipment
2 people
Print the program
Confirm registrations
Send reminder
Do the shopping
2 people
Prepare name badges
2 people
Print information signs
Bring materials to the venue
2 people
Clean the room
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the presentation table
2 people
Connect the technical equipment
2 people
Conduct sound and video test
2 people
Set out coffee and tea
2 people
Set up the registration table
2 people
Hang up signage
2 people

Event

Welcome visitors
3 people
Register attendance
2 people
Hand out name badges
Serve coffee and tea
2 people
Facilitate presentations
2 people
Refill drinks
2 people
Serve break snacks
2 people
Collect questions from the audience
Set up the evening meal
3 people
Serve dinner
3 people
Hand out information leaflets
2 people
Answer final questions
2 people
See visitors out
2 people

Aftercare

Wash dishes
2 people
Collect waste
2 people
Dismantle the technical setup
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Return materials
2 people
Return borrowed items
Store unused groceries

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Presentation table
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Speakerqty 2
HDMI cableqty 2
Extension cordqty 4
Power stripqty 4
Presentation clicker

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60

Kitchen

Coffee potqty 3
Thermosqty 4
Water jugqty 4
Serving plattersqty 8
Serving tongsqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Coolersqty 3
Ice containersqty 2

Decorations

Name badgesqty 60
Badge holdersqty 60
Tableclothsqty 8
Information boardsqty 6
Clipboardsqty 4
Pensqty 20
Tapeqty 4
Arrow stickersqty 20
Flip chart
Flip chart sheets

Catering

Groceries

Cleaning

Bucketsqty 2
Mopsqty 2
Broom
Dustpan and brush
Cleaning glovesqty 4
Waste binsqty 4
Waste sorting binsqty 3

Lighting

Standing lampsqty 2
LED lightsqty 4

Tips

Set a registration deadline at least 5–7 days before the evening so you can confirm numbers, dietary requirements, seating and catering quantities. Send the reminder after the deadline, not before.
Collect every presentation at least 24 hours in advance and test each file on the event laptop. Keep the HDMI cable, clicker, extension cord and power strip together so a missing connection does not delay the programme.
Plan room setup at least 90 minutes before doors open. Arrange the registration desk, tables, chairs and presentation table first, then connect the projector, screen, microphone and speaker.
Prepare name badges and information signs before arriving at the venue. Put the signs where guests make decisions—at the entrance, registration desk, refreshments and presentation room—rather than leaving directions to verbal explanations.
Set out coffee, tea, water and serving items only after the main room is ready. Keep coolers and ice containers available for items that need to stay cold, and leave enough cups, glasses, plates and cutlery for the confirmed attendance plus a small reserve.

Frequently asked questions

How far in advance should I organise a traffic information evening?: Start planning at least 6 weeks before the event. Confirm the venue, date, programme and speakers first; send invitations once the core programme is fixed.
When should I send invitations for a traffic information evening?: Send invitations 3–4 weeks before the evening and set the registration deadline 5–7 days before it. This leaves time to process registrations, collect dietary requirements and order catering.
How early should I arrive to set up a traffic information evening?: Arrive at least 90 minutes before guests are due. Allow time to set up tables and chairs, prepare registration, connect the technical equipment and complete a sound and video test.
How many technical checks are needed before the event starts?: Complete one full test on the day, at least 45 minutes before the first presentation. Check the laptop, projector, screen, HDMI connection, microphone, speaker, clicker and power supply with the actual presentation files.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.