User group meeting checklist

A user group meeting runs smoothly when registration, speakers, room setup and refreshments are arranged in the right order. Start by confirming the program, venue and technical requirements, then collect registrations and dietary information early enough to plan seating and catering. On the day, allow time to open the venue, test the projector and microphone, prepare name badges and set up the registration desk. This checklist keeps the planning sequence clear, including the small jobs that are often left until the last minute.

Use this plan

The plan, step by step

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

Preparations

Send invitations
Process registrations
Collect dietary requirements
Confirm the program and times
Confirm speakers and topics
Confirm venue booking
Collect presentations
Test the equipment
2 people
Print participant list
Prepare name badges
Do the shopping
2 people
Store catering chilled
2 people

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Connect the technical equipment
2 people
Set up presentations
Prepare coffee and tea
2 people
Set out snacks
2 people
Staff the reception desk
2 people
Register participants
2 people
Deliver the welcome speech
Facilitate presentations
2 people
Refill drinks
2 people
Refill snacks
2 people
Supervise breaks
2 people
Moderate the Q&A
Host the networking drinks reception
3 people
Make final announcements

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Sort waste
2 people
Clean up the venue
4 people
Clean the floor and tables
2 people
Lock up the venue
2 people
Return materials
2 people
Store leftover catering
Wash dishes
2 people
Check the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Registration desk
High tablesqty 4

Tableware

Glassesqty 60
Coffee cupsqty 50
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Pitcherqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Ice cube traysqty 3
Thermos flasksqty 4

Decorations

Name badgesqty 50
Tableclothsqty 8
Lanyardsqty 50
Pensqty 25
A4 signsqty 6

Cleaning

Waste binsqty 4
Dish brushesqty 2
Microfiber clothsqty 8
Bucketsqty 2

Catering

Groceries

Tips

Send invitations early enough to process registrations before you order catering. Keep a current participant list and record dietary requirements, rather than trying to collect them at the registration desk.
Confirm every speaker’s topic, presentation file and arrival time before the meeting. Test the laptop, projector, screen, HDMI cable, microphone and portable speaker together in the room you will use.
Plan the room around the program: set out tables and chairs, leave a clear route to the registration desk, and place A4 signs where first-time visitors need them. Prepare name badges, lanyards and pens before doors open.
Buy and chill catering in time for service, then prepare coffee, tea, cups, glasses, plates, cutlery and serving platters. Use thermos flasks for drinks that must stay available during presentations and keep coolers and ice ready for chilled items.
Arrive early enough to open the venue, check each room and connect the equipment before participants arrive. Assign someone to staff reception and someone to refill drinks so registration and the program do not compete for the same person.

Frequently asked questions

How early should I send invitations for a user group meeting?: Send invitations at least 3 to 4 weeks before the meeting. Set a registration deadline about 7 days before the event so you can confirm numbers, dietary requirements, badges and catering.
When should I confirm speakers and presentations?: Confirm speakers and their topics at least 2 weeks in advance. Ask for final presentation files no later than 2 to 3 days before the meeting, then test them on the event laptop and projector.
How much time do I need to set up a user group meeting?: Allow at least 90 minutes for venue access, room checks, tables and chairs, the registration desk, catering and technical equipment. Add another 30 minutes if the room layout or presentation setup is unfamiliar.
What should I prepare for user group meeting registration?: Prepare the printed participant list, name badges, lanyards, pens and clear A4 signs before doors open. Keep one person at the reception desk for the first 30 to 45 minutes so arrivals are registered without delaying the welcome speech.

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.