Artist talk checklist: what to arrange and when

An artist talk needs more than a moderator and a microphone. You need a clear running order, confirmed artists, registration details, dietary information and a room that works for both discussion and presentation. Plan the program before sending invitations, then use the final registration numbers to order catering and set up seating. On the day, allow time to test every microphone, presentation connection and light before guests arrive.

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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
Book the moderator
Invite artists
Create the program and schedule
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve equipment and microphones
Order catering
Send program to attendees
Check registrations and dietary requirements
Do the shopping
2 people
Prepare name badges
Print discussion questions
Store catering chilled
2 people

Event

Open venue
2 people
Check the space and toilets
2 people
Set up chairs
3 people
Set up tables
2 people
Install stage backdrop
2 people
Connect the sound system
2 people
Test microphones
2 people
Test lighting and presentation
2 people
Set up registration desk
2 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set out snacks
2 people
Welcome the artists
2 people
Welcome visitors
3 people
Register attendance
2 people
Explain the program
Moderate the Artist Talk
2 people
Collect audience questions
Serve break drinks
3 people
Refill drinks
2 people
Refill snacks
2 people
Host the informal drinks reception
3 people
Wave goodbye to visitors
2 people

Aftercare

Turn off the sound equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Dismantle technical equipment
2 people
Chill leftover catering
Return equipment
2 people
Return rental items
2 people
Process lost and found items
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Lecternsqty 5
Table linenqty 8
Clothes racksqty 2

Equipment

Active speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Extension cordsqty 4
Power stripsqty 4
Laptop
Presentation screen
HDMI cablesqty 2
Mobile chargersqty 2

Lighting

LED lightsqty 4
Light standsqty 2

Tableware

Water glassesqty 100
Wine glassesqty 100
Coffee cupsqty 90
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Bottle openersqty 3

Registration

Name badgesqty 100
Badge holdersqty 100
Clipboardsqty 3
Pensqty 20
Program cardsqty 100

Decorations

Flower arrangementsqty 4
Table décorqty 8
Directional signsqty 6
Artist Board

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Vacuum cleaner

Catering

Groceries

Tips

Set the program and schedule before sending invitations, including the discussion order, presentation time and audience questions. Send the finished program to attendees once the running order is confirmed.
Close registration checks before ordering catering. Count confirmed attendees, review dietary requirements and keep food chilled until service so the final quantity matches the guest list.
Reserve the AV equipment early: active speakers, wireless microphones, microphone stands, an audio mixer, a presentation screen and the correct HDMI cables. Keep extension cords and power strips available for the laptop and lighting.
Open the venue with enough time to inspect the room and toilets, arrange chairs and tables, install the stage backdrop and set up the registration desk. Prepare name badges before guests arrive rather than during check-in.
Run a complete technical test before doors open. Check both microphones, presentation slides, lighting, speaker levels and charging access, then chill drinks and place water glasses where the artists and moderator can reach them.

Frequently asked questions

How early should I start planning an artist talk?: Start at least 6 to 8 weeks before the event. Confirm the date and venue first, then book the moderator, invite the artists and build the program before sending invitations.
When should I order catering for an artist talk?: Order catering after registration closes or after the final RSVP deadline, usually 3 to 5 days before the talk. Check the confirmed headcount and dietary requirements first, then keep chilled items refrigerated until service.
How much time do I need for artist talk setup?: Allow at least 2 hours for setup in the venue. This covers seating, tables, the registration desk, backdrop, sound system, microphones, presentation screen and lighting tests.
What AV equipment is needed for an artist talk?: Plan for at least one presentation laptop, one screen, two microphones, active speakers, a mixer and the required HDMI cables. Bring extension cords and power strips, and complete the sound and presentation test before doors open.

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