Guest lecture checklist: what to arrange and when

A guest lecture needs more than a speaker and a room. You need to align the date and programme, confirm the room and technical setup, manage registrations, and prepare catering and printed materials. Work through the plan in order so the presentation, microphone and projector are tested before guests arrive. This checklist also covers details that are easy to leave until the last minute, such as dietary requirements, name stickers and a quiet speaker table.

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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

Invite guest speaker
Coordinate the date and program
2 people
Reserve venue
Assess technical needs
Send invitations
Process registrations
Collect dietary requirements
Create an attendance list
Send program to attendees
Receive the presentation
Check the presentation
Print worksheets
Prepare name stickers
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people
Set up catering
2 people
Ventilate the room
Set up tables and chairs
3 people
Connect the technical equipment
2 people
Test presentation
2 people

Event

Register participants
2 people
Hand out name stickers
Welcome guest speaker
Lead the guest lecture
2 people
Serve break drinks
2 people
Refill drinks
Facilitate the activity
3 people
Moderate the Q&A
Serve dinner
3 people
Serve coffee and tea
2 people
See off guest speaker

Aftercare

Collect materials
2 people
Wash dishes
2 people
Sort and take out waste
2 people
Clean the room
3 people
Put furniture back
3 people
Disconnect equipment
2 people
Store leftover items
2 people
Return borrowed materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Buffet tablesqty 2
Speaker table

Tableware

Reusable platesqty 40
Reusable bowlsqty 40
Reusable cupsqty 50
Coffee cupsqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving spoonsqty 6

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 8
Serving tongsqty 4
Coolersqty 3
Ice packsqty 12
Cling filmqty 2
Aluminum foilqty 2
Bread basketsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cablesqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless microphone
Power bankqty 2
Laser pointer

Catering

Groceries
Water glassesqty 50

Decorations

Name stickersqty 45
Tableclothsqty 8
Flip chart sheetsqty 2
Flip chart markersqty 8

Cleaning

Trash binsqty 4
Cleaning clothsqty 6
Bucketsqty 2
Broom and dustpanqty 2
Mopsqty 2
Rubber glovesqty 4

Tips

Confirm the speaker’s date, talk length, presentation format and technical requirements before sending invitations. Ask for the presentation file early enough to check it on the actual laptop and projector.
Set a registration deadline several days before the lecture. Use the final attendance list to prepare name stickers, print worksheets and calculate drinks, cups and snacks.
Test the projector, screen, HDMI cables, microphone, extension cords and power strips before doors open. Keep a charged power bank available in case a phone or presentation remote needs emergency power.
Plan the room around the lecture: place the speaker table where cables will not cross walkways, arrange tables and chairs before registration, and ventilate the room before attendees enter.
Prepare catering with a clear serving point and enough tableware for the expected group. Chill drinks in advance, label dietary options, and leave coffee cups, reusable cups, plates, bowls and serving utensils where guests can find them.

Frequently asked questions

How far in advance should I organise a guest lecture?: Start contacting the guest speaker and reserving the venue at least 4 to 8 weeks ahead. Send invitations once the date, programme and registration method are confirmed, then request the final presentation several days before the event.
How many drinks do I need for a guest lecture?: Plan about 2 to 3 drinks per person for the first hour, then roughly 1 drink per person for each additional hour. Add water in jugs and allow extra time for registration and questions after the lecture.
When should I collect dietary requirements?: Ask for dietary requirements during registration and close the request at least 5 to 7 days before the lecture. Use the final list when buying groceries and setting out snacks and catering.
When should I test the presentation and microphone?: Connect the laptop, projector, screen and microphone at least 60 minutes before attendees arrive. Run the presentation from start to finish, including video or sound, and keep backup cables and a power bank nearby.

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