Wmo information evening checklist

Use this checklist to organise a Wmo information evening in a clear order, from confirming the room and speakers to welcoming visitors. Accessibility needs attention early: check the room, assess support requests and book interpreters or other aids before registrations are confirmed. The final hours are for printed materials, equipment, catering and room setup. Build in time to test the projector, laptop and microphones before the first presentation.

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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
Carry out the accessibility check for the room
2 people
Book speakers and experts
Draw up the program and schedule
2 people
Create presentations and information materials
3 people
Publish registration form
Send invitations
2 people
Post information on website
Process registrations
2 people
Collect dietary requirements
Assess support needs
Reserve interpreters and aids
Order catering
Have printed materials made
Confirm registrations
2 people
Check presentation materials
2 people
Create visitor list and badges
2 people
Do the shopping
2 people
Pick up venue keys
Ventilate room
2 people
Set up tables and chairs
3 people
Keep accessible seats free
2 people
Set up the reception table
2 people
Set up information tables
3 people
Connect projector and laptop
2 people
Test sound system
2 people
Test the presentation and video
2 people
Set out coffee and tea
2 people
Set out sandwiches and fruit
2 people
Hang up route signs
2 people

Event

Handle reception and registration
3 people
Guide visitors to their seats
2 people
Serve coffee and tea
2 people
Lead the opening and welcome speech
Deliver the Wmo presentation
2 people
Collect questions from the audience
2 people
Staff information tables
5 people
Restock drinks and snacks
2 people
Answer individual questions
4 people
Wave goodbye to visitors
3 people
Gather information and feedback
2 people

Aftercare

Switch off equipment
2 people
Pack leftover catering
2 people
Collect and sort waste
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
3 people
Return materials
2 people
Send thank-you message
Send information digitally afterwards
Securely archive registration details

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Tableclothsqty 8
Stoolsqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
HDMI cablesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving plattersqty 8
Serving boardsqty 6
Cool bagsqty 2

Information

Information leafletsqty 120
Program flyersqty 80
Name stickersqty 80
Pensqty 40
Clipboardsqty 8
Notepadsqty 40
Feedback formsqty 80
Visitor badgesqty 80
Directional signsqty 8
Flip chart
Flip chart sheetsqty 30
Markersqty 12

Cleaning

Waste binsqty 6
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Hand soap dispensersqty 4
Disinfecting gelqty 4

Catering

Groceries

Tips

Complete the room accessibility check before publishing registration. Ask about support needs and dietary requirements on the registration form, then reserve interpreters and aids as soon as requests are known.
Confirm speakers, experts and the running order before creating presentations, programme flyers and information leaflets. Send the final programme to registered visitors rather than changing it at the last minute.
Allow at least 60 minutes before arrival for ventilation, arranging tables and chairs, keeping accessible seats free, and setting up the reception and information tables.
Test the laptop, projector, projection screen, HDMI cables and wireless microphones in the actual room before guests arrive. Pack extension cords, power strips and a power bank as backup rather than discovering a missing connection during the first talk.
Order catering only after registration numbers and dietary requirements have been checked. Keep coffee machines, kettles and thermos flasks separate from the reception flow so visitors can collect information and refreshments without blocking the entrance.

Frequently asked questions

How far in advance should I organise a Wmo information evening?: Start at least 6 to 8 weeks beforehand. Confirm the date and accessible venue first, then book speakers, publish registration and arrange interpreters or aids before the final week.
What should I ask on a Wmo information evening registration form?: Ask for the visitor’s name, contact details, dietary requirements and any support needs. Close or review registrations at least 7 days before the event so seating, interpreters, catering and visitor badges can be prepared.
How early should I arrive to set up a Wmo information evening?: Allow 60 to 90 minutes before the doors open. This covers ventilation, furniture, accessible seating, reception and information tables, catering, printed materials and a full equipment test.
How do I make a Wmo information evening accessible?: Check the room before confirming it, including entrances, seating, routes and facilities. Keep accessible seats free, assess individual support needs and book interpreters or aids as soon as registrations identify them.

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