Weekend for Peers planning checklist

A peer weekend needs more than a participant list and a programme. You also need dietary and accessibility information, emergency contacts, room assignments, transport details, and a clear arrival process. Start with registrations and venue arrangements, then finalize bedrooms, escorts, activities, food, and equipment. In the final days, focus on shopping, chilled drinks, welcome packs, room ventilation, furniture setup, and the reception table so arrivals run smoothly.

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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

Create the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Register emergency contacts
2 people
Confirm venue booking
Create the bedroom layout
2 people
Finalize the program
3 people
Assign escorts
2 people
Inventory transport needs
2 people
Prepare welcome packs
3 people
Prepare discussion cards
2 people
Sort creative materials
2 people
Compile music list
Send participant information
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set out welcome packs
2 people
Pick up venue keys
Ventilate the rooms
2 people
Set up tables and chairs
4 people
Prepare the bedrooms
3 people
Set up the reception table
2 people
Hang decorations
2 people
Test the equipment
2 people
Prepare the lunch buffet
3 people
Set up the rest area
2 people

Event

Staff the registration desk
2 people
Welcome participants
3 people
Hand out welcome packs
2 people
Serve coffee and tea
2 people
Lead the introduction round
3 people
Refill drinks
2 people
Facilitate discussion groups
3 people
Serving the dinner buffet
4 people
Distribute diet meals
2 people
Support the evening program
3 people
Set out the late snack
2 people
Check rest area
Lead the evening closing
2 people
Prepare breakfast buffet
3 people
Serve breakfast
3 people
Lead the morning walk
3 people
Lead a creative workshop
3 people
Refill drinks
2 people
Serve lunch buffet
4 people
Restock the break room
2 people
Lead in-depth discussion group
3 people
Serve snack breaks
2 people
Oversee open meeting space
2 people
Prepare dinner
4 people
Serve dinner
4 people
Lead the final round
3 people
Explain the departure time
2 people
See participants off
3 people

Aftercare

Pack breakfast leftovers
2 people
Wash dishes
3 people
Collect waste
2 people
Clean rooms
4 people
Check bedrooms
2 people
Remove decorations
2 people
Pack up materials
3 people
Return borrowed items
2 people
Handle lost and found
Send a thank-you gift to participants
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Lounge armchairsqty 8
Coat racksqty 3
Clothes hangersqty 40
Table linenqty 8

Tableware

Platesqty 50
Deep platesqty 50
Bowlsqty 50
Mugsqty 50
Water glassesqty 50
Wine glassesqty 40
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 10

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Serving plattersqty 10
Serving trays with lidsqty 6
Thermos flasksqty 6
Water jugsqty 6
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cutting board matsqty 2

Equipment

Portable speakersqty 2
Microphone
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 6
Charging cablesqty 6

Decorations

Welcome sign
Name badgesqty 45
Table decorationsqty 8
Garlandqty 6
Cushionsqty 12
Blanketsqty 8
Photo framesqty 6

Lighting

Mood lightingqty 4
Table lampsqty 6
Night lightsqty 12

Sports equipment

Walking sticksqty 6
Yoga matsqty 12
Light resistance bandsqty 12

Catering

Welcome foldersqty 40
Notebooksqty 40
Ballpoint pensqty 50
Conversation cardsqty 40
Colored pencilsqty 40
Drawing paperqty 100
Flip chartqty 2
Flipchart markersqty 12
Pen holdersqty 4
Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 3
Trash binsqty 6
Laundry basketsqty 4
Hand soap dispensersqty 6

Tips

Set an early registration deadline so you can collect dietary requirements, accessibility needs, and emergency contacts before finalizing the venue, bedrooms, transport, and catering.
Create the bedroom layout before sending participant information. Check each room against the number of guests, accessibility needs, available beds, clothes hangers, and any escort assignments.
Finalize the programme before preparing discussion cards, creative materials, and the music list. Share the participant information at least 3–5 days before arrival, including timings, transport details, and what guests need to bring.
Do the shopping only after checking the guest count and dietary information. Chill drinks on the day before arrival where possible, and prepare serving platters, trays, water jugs, thermos flasks, and coffee equipment before the first meal.
Allow at least 2 hours for venue setup on arrival day. Pick up the keys, ventilate the rooms, arrange tables and chairs, prepare the bedrooms, and set up the reception table before participants arrive.

Frequently asked questions

How far in advance should I plan a Weekend for Peers?: Start the participant list, invitations, and venue confirmation at least 6–8 weeks ahead. Set a registration deadline around 3 weeks before the weekend so there is time to process responses, assign bedrooms, arrange transport, and buy supplies.
When should I collect dietary and accessibility requirements?: Ask for both when people register, not after the programme is finalized. Review the information at least 2 weeks before arrival and use it to check meals, bedroom assignments, transport, and the venue setup.
How much time do I need to set up the venue?: Plan for at least 2 hours before participants arrive. This covers collecting the keys, ventilating rooms, setting out tables and chairs, preparing bedrooms, arranging welcome packs, and setting up the reception table.
When should I send the final participant information?: Send it 3–5 days before the weekend, after the programme, room layout, transport plan, and meeting details are confirmed. Include arrival times, emergency contact information, accessibility arrangements, and anything participants need to bring.

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.