Whether it is a monthly breakfast for twenty or a one-day conference for three hundred, the same jobs come round every time. This is a working checklist, in roughly the order you'll need it. Where a legal rule applies we link to the official source; the details depend on your event, so check them for yourself.

1. Pick the date with the calendar open

  • Bank holidays. The dates for England and Wales, Scotland and Northern Ireland differ. The official list is on GOV.UK.
  • School holidays. They are set locally, so check the council for the area. Parents in your audience will thank you.
  • What else is on. A big match, a concert or a show nearby fills car parks and trains. A good regional calendar will show these alongside business events so you can plan around them.
  • Your own audience's rhythm. Breakfasts suit people who start early; early evening suits people who can't leave the office at lunchtime.

2. Choose a venue people can actually reach

Before you sign anything, ask the venue:

  • How many people the room takes in the layout you want (theatre, cabaret, boardroom, standing).
  • Where guests park, what it costs, and whether there is a maximum stay. Note it for your joining instructions.
  • The nearest station and bus stops, and how long the walk really is.
  • Which entrance to use, and whether it is step-free. Ask about accessible toilets and a hearing loop.
  • What the hire includes: screen, microphone, wifi, refreshments, set-up and clear-down time.
  • What they need from you: a deposit, proof of insurance, a risk assessment, final numbers by a date.

3. Make reasonable adjustments part of the plan

Under the Equality Act 2010, service providers have a duty to make reasonable adjustments for disabled people. GOV.UK has guidance on the Act, and the Equality and Human Rights Commission publishes more detail. In practice, the cheapest adjustment is information: say clearly how to get in, what the room is like and who to contact, and ask on the booking form whether anyone needs anything.

4. Food and drink

If you serve food, people need allergen information. Food businesses must be able to tell customers about the 14 allergens set out by the Food Standards Agency. If the venue or a caterer provides the food, ask them how they will do it, and ask guests about dietary needs when they book. Always have a decent alcohol-free option.

5. Music and screenings

Playing recorded music in public usually needs a licence. GOV.UK explains when you need one. Many venues already hold it; ask rather than assume.

6. Tickets, places and money

Decide early:

  • Is there a charge to attend, or is it members only?
  • Do you need a cap on numbers, and a waitlist for when it fills?
  • Should people simply book, or request a place that you approve?
  • If you charge, where does the money go, and who handles refunds?

Our guide to ticketing, waitlists and approvals goes through each option.

7. Personal data

A guest list is personal data. Collect what you need to run the event, say why, keep it secure and delete it when you no longer need it. Marketing emails afterwards need a proper basis. Our data and privacy guide for organisers covers the basics, with links to the ICO.

8. Tell people where to find you

List the event where people in the area look: the regional calendar, your own website, partner organisations' newsletters. Put the time, place and price at the top. Link to joining instructions that cover parking, the entrance and access.

9. The week before

  • Send a reminder with the start time (UK time), the address and how to get in.
  • Confirm numbers, dietary needs and room layout with the venue.
  • Print or prepare a guest list, or set up check-in on a phone.
  • Have a plan for walk-ins.

10. On the day

  • Arrive early enough to test the screen, the microphone and the wifi.
  • Put someone on the door. Check people in, hand out name badges and point the way.
  • Introduce people to each other. It is the one thing everyone came for.

11. Afterwards

Thank people the same day, share anything you promised, and note what you'd change. Look at who booked, who came and who was on the waitlist: it tells you whether the room was the right size.