Art lecture checklist: from first booking to final setup

An art lecture runs smoothly when the speaker, audience, room and presentation equipment are coordinated early. Start by reserving the venue and confirming the speaker, then build the program, open registration and promote the event. In the final week, check the presentation, confirm dietary requirements, print programs and prepare name badges. On the day, allow time to ventilate the room, arrange seating, test the projector and sound, and set up catering before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Reserve venue
Confirm the speaker
Finalize the program
2 people
Send invitations
2 people
Open the registration form
Prepare promotion
Distribute promotion
2 people
Process registrations
Collect dietary requirements
Receive speaker presentation
Check the presentation
2 people
Test the equipment
2 people
Order catering
Print programs
Prepare name badges
Do the shopping
2 people
Set up catering
2 people
Inform speaker
Open venue
2 people
Ventilate room
Set up chairs
3 people
Set up tables
2 people
Set up the speaking area
2 people
Set up projector and screen
2 people
Connect sound equipment
2 people
Set up the presentation
Set up registration desk
2 people
Prepare coffee and tea
2 people
Set out water and glasses
Brief the reception team
3 people

Event

Register visitors
3 people
Serve welcome drinks
2 people
Open the lecture
Host lecture
2 people
Manage microphone
Serve break snacks
2 people
Refill drinks
2 people
Moderate the Q&A
2 people
Serve snacks
3 people
Keep drinks topped up
2 people
Guide visitors
2 people
Serve the final drinks round
2 people
Wave goodbye to visitors
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the room
2 people
Dismantle technical equipment
2 people
Store leftover catering
Return materials
2 people
Handle lost and found

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Speaker table
Registration desk

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Compact speakerqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4

Presentation

Flip chart
Flipchart markersqty 2
Laser pointer

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee potsqty 3
Water jugsqty 6
Serving plattersqty 8
Serving tongsqty 6

Catering

Hot drink urnsqty 3
Coolersqty 3
Serving traysqty 6
Groceries

Decorations

Directional signsqty 8
Name badgesqty 60
Tableclothsqty 6
Programsqty 70

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketqty 2

Tips

Confirm the speaker before publishing invitations, then set a firm deadline for receiving the presentation. You need time to check the file on the event laptop and verify that the projector, HDMI cable and screen work together.
Open registration as soon as the program is final. Collect dietary requirements through the form rather than by email, and give catering the final headcount early enough to order suitable quantities.
Schedule at least 60 minutes for room setup. Arrange chairs and tables, prepare the speaking area, place the registration desk and directional signs, and leave clear access to extension cords and power strips.
Test the complete presentation setup before doors open, not just the projector. Connect the laptop, projector, screen, wireless microphone and compact speaker, then check the sound from the back row.
Prepare the details guests tend to notice only when they are missing: printed programs, name badges, water glasses and water jugs. Set up coffee pots, hot drink urns, serving platters and tongs before registration begins.

Frequently asked questions

How far in advance should I organize an art lecture?: Start at least 6 to 8 weeks ahead if you need a venue, speaker confirmation, promotion and registration. Use the final 7 days for presentation checks, catering numbers, printed programs and name badges.
When should I confirm the art lecture speaker?: Confirm the speaker before sending invitations or opening registration, ideally 6 weeks before the lecture. Ask for the presentation file no later than 3 to 5 days before the event.
How much time do I need to set up an art lecture venue?: Allow at least 60 minutes for chairs, tables, the speaking area, registration desk, catering and signs. Add another 15 to 20 minutes for testing the laptop, projector, microphone and sound.
What equipment do I need for an art lecture presentation?: Plan for a laptop, projector, projection screen, HDMI cable, extension cords and power strips. If the room is large, also prepare a wireless microphone and compact speaker, and test every connection before guests arrive.

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.