Colloquium checklist: what to arrange and when

A colloquium depends on timing: speakers need clear instructions, participants need an easy registration process, and the room must be ready before the first presentation. Start with the date, programme and venue, then move through invitations, catering, technical planning and printed materials. This checklist covers the details that are often left too late, including dietary requirements, presentation files, name badges and equipment testing. Use it to keep the 71 planning tasks in the right order.

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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
Invite speakers
2 people
Reserve the venue and room layout
2 people
Book catering
2 people
Reserve technical supplies
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Collect speaker information
Collect presentations
Design name badges
Print the program
Print participant list
Send speaker briefing
Confirm catering details
Test equipment in advance
2 people
Check presentations
Collect materials
2 people
Sort name tags
Prepare registration table
2 people
Check the Venue
2 people
Set up tables
3 people
Set up chairs
3 people
Place the stage table
2 people
Connect the projector
2 people
Set up screen
2 people
Test microphones
2 people
Set up lighting
Set up presentations
Prepare registration materials
2 people
Lay out name badges
Prepare coffee and tea
2 people
Chill drinks
Set up buffet
3 people
Set out snacks
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Distribute program
Guide the opening speaker
Present presentations
Operate microphones
Keep track of speakers' timing
Collect questions from the audience
Serve coffee and tea
2 people
Refill drinks
Clear used cups
2 people
Receive panelists
Moderate the panel discussion
2 people
Open the drinks buffet
Serve snacks
3 people
Serve hot dishes
3 people
Refill drinks
2 people
Serve diet meals
Guide the closing speaker
Give a thank-you speech
See participants off
2 people

Aftercare

Collect tableware
3 people
Take down the buffet
3 people
Switch off equipment
2 people
Secure presentations
Collect waste
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Check toilets
Pack up materials
2 people
Return borrowed items
2 people
Send a thank-you gift to participants
Send out speaker materials

What to bring

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

Furniture

Chairsqty 90
Tablesqty 12
Stage table
Tableclothsqty 6
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standqty 2
Speakersqty 2
Mixer
HDMI cablesqty 3
Extension cordsqty 5
Power stripsqty 5
Presentation clicker
Flip chart
Flipchart markersqty 2

Tableware

Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving plattersqty 12
Serving trays with lidsqty 6
Serving traysqty 6
Food warmersqty 4
Storage binsqty 8

Decorations

Name badge holdersqty 90
Table décorqty 12
Welcome sign
Program boardqty 2

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 8
Trash bag holdersqty 8

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the colloquium. You then have time to process registrations, collect dietary requirements and print the participant list and name badges.
Ask speakers for their presentation files and practical information no later than 3 days before the event. Check every file on the presentation laptop instead of waiting until the morning itself.
Test the projector, screen, microphones, speakers, mixer, HDMI cables and clicker at the venue at least 1 day in advance. Keep extension cords and power strips ready for equipment that is not near a socket.
Confirm catering quantities and dietary requirements 3 to 5 days before the event. Also check that coffee machines, kettles, thermos flasks, cups, glasses, plates and cutlery match the planned service.
Prepare the registration table before participants arrive: sort name badges alphabetically, place the printed programme and participant list there, and allow at least 30 minutes for final room and seating checks.

Frequently asked questions

How far in advance should I start planning a colloquium?: Start at least 8 to 12 weeks before the event. The date, programme, speakers, venue, catering and technical requirements usually need confirmation before invitations and registration can open.
When should colloquium invitations be sent?: Send the first invitation 4 to 6 weeks before the colloquium. Keep registration open for at least 2 weeks, with a clear deadline about 7 days before the event for catering and badge preparation.
When should speakers send their presentations?: Set the deadline at least 3 days before the colloquium. Test the files on the event laptop and check fonts, videos, sound and aspect ratio before the technical setup is finished.
How early should the room be set up for a colloquium?: Plan to enter the room at least 2 hours before participants arrive. That gives you time to arrange tables and chairs, prepare the stage table, connect equipment, test microphones and set up registration.

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.