Working Visit by the Alderman: Planning Checklist

A working visit by the alderman needs a tighter plan than a standard meeting. Visitors must be registered, dietary requirements collected, parking arranged and the program shared with the alderman before the day itself. This checklist takes you from invitations and catering to the reception desk, presentation setup and team briefing. It also covers details that are easy to leave too late, such as testing the HDMI connection, preparing name badges and setting out coffee, water and tableware.

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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

Send invitations
Process registrations
Collect dietary requirements
Finalize the program
2 people
Inform the alderman about the program
Make catering reservation
Reserve parking spaces
Check visitor list
Prepare name badges
Check presentation and documents
2 people
Do the shopping
2 people
Check the venue and route
2 people
Test the equipment
2 people
Fill coolers
2 people
Set up tables and chairs
4 people
Set out tableware and cutlery
2 people
Set up the reception desk
2 people
Set up the presentation area
2 people
Hang up decorations
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up the dinner buffet
3 people
Brief the team
3 people

Event

Receive alderman
2 people
Register visitors
2 people
Take coats
Serve coffee and tea
2 people
Lead a tour
2 people
Support the presentation
2 people
Moderate audience questions
Serve snacks
2 people
Refill drinks
2 people
Serve dinner buffet
3 people
Serve diet meals
Guide farewell for alderman
2 people

Aftercare

Collect used dishes
3 people
Clear away food and drinks
2 people
Sort and remove waste
2 people
Wash dishes
2 people
Clean the venue
3 people
Put furniture back
3 people
Clear away technical equipment and decorations
2 people
Empty and clean coolers
Return borrowed materials
2 people
Store leftover goods
Archiving the visitor list

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Reception desk
Coat racksqty 2
Waste binsqty 4

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 60
Water glassesqty 80
Wine glassesqty 70
Cutlery setsqty 70
Serving plattersqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Wireless microphoneqty 2
Presentation clicker
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving tongsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Decorations

Tableclothsqty 8
Name badge holdersqty 60
Directional signsqty 6
Flower arrangementsqty 5

Lighting

Atmosphere lightsqty 6
String lightsqty 4

Cleaning

Washing-up bowlsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Close registrations before finalizing catering and the visitor list. Use the confirmed numbers to prepare name badges, reserve parking spaces and check dietary requirements rather than relying on last-minute updates.
Send the final program and presentation documents to the alderman before the visit. Allow enough time for corrections, and test the laptop, projector, screen, HDMI cable, microphone and clicker together at the venue.
Check the route and venue before the working visit, including the entrance, parking spaces, reception desk and presentation area. A short walk-through also shows whether coat racks, waste bins, tables and chairs are in the right places.
Set up coffee, tea, water and snacks before the first visitor arrives. Prepare thermos flasks, kettles, cups, glasses, serving platters and tongs in advance so the reception team is not leaving the desk during arrivals.
Brief the team immediately before opening the reception desk. Assign who receives the alderman, registers visitors, handles parking questions, supports the presentation and manages the dinner buffet or catering service.

Frequently asked questions

How far in advance should I invite people to a working visit by the alderman?: Send invitations at least 2 to 3 weeks before the visit so visitors have time to respond. Close registrations early enough to confirm dietary requirements, parking and catering before the final program is issued.
When should the alderman receive the program?: Send the finalized program and presentation documents at least 3 to 5 working days before the visit. Keep the final day for checking changes, not for writing or testing the presentation.
How early should I set up the venue for the alderman’s visit?: Start the room setup at least 2 hours before visitors arrive. This gives you time to arrange tables and chairs, prepare the reception desk, test all equipment, fill coolers and set out coffee and tableware.
How many parking spaces should I reserve for a working visit?: Reserve one clearly identified space for the alderman and enough additional spaces for the confirmed visitors who need them. Confirm the final number after registrations close, ideally 2 to 3 working days before the visit.

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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.