Artist talk checklist: what to arrange and when

An artist talk needs more coordination than a simple room booking. You have to align the artist and moderator, manage registrations and dietary requirements, prepare the interview, and make sure presentations and microphones work before guests arrive. This checklist puts the work in a practical order, from setting the date and publishing the programme to arranging chairs, discussion tables, signage and refreshments. Use it to spot the details that are easy to leave until the last minute.

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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

Set the date and program
2 people
Confirm artists and moderator
Reserve the venue and hall
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Place catering order
Coordinate technical requirements
2 people
Gather questions for the interview
2 people
Publish program and route
Check registrations and dietary requirements
Prepare name badges
Collect presentation files
Do the shopping
2 people
Chill drinks
Clean the venue and restrooms
2 people
Bring materials to the venue
2 people
Set out the room layout
2 people
Set up chairs
3 people
Set up discussion table
2 people
Set up information table
2 people
Hang up decorations
2 people
Connect the technical equipment
2 people
Test microphones and sound
2 people
Test presentation and visuals
2 people
Set up catering
2 people

Event

Staff the reception desk
2 people
Register guests
2 people
Serve coffee and tea
2 people
Guide speakers
Announce talk
Moderate the Artist Talk
2 people
Pass around the microphone
Serve drinks and snacks during the break
2 people
Refill drinks
Host the informal drinks reception
2 people
Collect tableware and waste
2 people
See off speakers

Aftercare

Switch off the equipment
2 people
Put furniture back
3 people
Collect and do the dishes
2 people
Sort and dispose of waste
2 people
Clean the hall and entrance
2 people
Check and clean toilets
Pack up materials
2 people
Return borrowed items
2 people
Check lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 70
Conversation tablesqty 2
Information desksqty 2
Stoolsqty 4
Clothes racksqty 2

Tableware

Coffee cupsqty 80
Glassesqty 100
Wine glassesqty 80
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Pliersqty 6

Equipment

Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Mixer
Projector
Projection screen
Laptop
Extension cordsqty 6
Power stripsqty 6

Decorations

Name badgesqty 80
Directional signsqty 8
Program leafletsqty 80
Tableclothsqty 6
Vasesqty 6
Flower arrangementsqty 6

Lighting

Standing lampsqty 4
Mood lightingqty 4

Cleaning

Waste binsqty 6
Bucketsqty 2
Spongesqty 6
Dishclothsqty 12
Broom and dustpanqty 2

Catering

Coolersqty 4
Drink dispensersqty 2
Napkinsqty 200
Groceries

Tips

Confirm the artist, moderator and interview format before sending invitations. Ask for presentation files and technical requirements early enough to test them at the venue, rather than discovering missing adapters or incompatible files on the day.
Set a registration deadline several days before the talk. That gives you time to check the final headcount, record dietary requirements, order catering and prepare name badges without rushing.
Plan the room around the conversation, not just the audience. Allow space for a discussion table, moderator, microphones, projection screen and an information table, then check that every seat has a clear view.
Bring the laptop, projector, screen, mixer, speakers, wireless microphones, microphone stands, extension cords and power strips together in one equipment check. Test sound and projection in the actual room before doors open.
Prepare drinks and serving equipment before guests arrive. Chill drinks in advance, set out coffee cups, glasses, plates and cutlery, and keep thermos flasks, trays and small bowls ready so the break does not depend on last-minute shopping.

Frequently asked questions

How far in advance should I organise an artist talk?: Start at least 6 to 8 weeks before the event if artists, a moderator, invitations and catering are involved. Confirm the venue and programme first, then allow several days for registrations and technical coordination.
When should I send invitations for an artist talk?: Send invitations around 3 to 4 weeks before the talk, with the programme, route and registration details included. Set a clear registration deadline about 5 to 7 days before the event so catering and name badges can be finalised.
What technical equipment do I need for an artist talk?: For a talk with presentations, plan for wireless microphones, microphone stands, speakers, a mixer, laptop, projector, projection screen, extension cords and power strips. Connect and test everything at least 60 minutes before guests arrive.
How many drinks should I provide for an artist talk?: For the first hour, plan on 2 to 3 drinks per person, including water, coffee, tea or other refreshments. Add extra time for a reception or interval, and order catering only after the registration count and dietary requirements are checked.

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