Heritage afternoon planning checklist

A heritage afternoon needs more than a programme and a room. You will need time to confirm speakers and demonstrators, prepare exhibits and loan paperwork, manage visitor registrations, and arrange the right furniture and display equipment. Start with the date, venue and permissions, then build the programme and invitations around confirmed contributors. In the final week, focus on visitor numbers, dietary requirements, printed materials, volunteer briefings and catering quantities.

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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
Reserve the venue and rooms
Check permits and notifications
Approach speakers and demonstrators
2 people
Confirm the Speaker Lineup
Select exhibit items
3 people
Create an object list and loan forms
2 people
Have loan forms signed
2 people
Record object insurance details
Design invitations
2 people
Send invitations
2 people
Publish event online
Distribute posters
3 people
Process registrations
Collect dietary requirements
Finalize the visitor list
Have program brochures printed
Prepare name badges
2 people
Brief guides
2 people
Create the volunteer schedule
Calculate catering quantities
2 people
Check catering supplies
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare soup and meal
3 people
Transport items safely
3 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the exhibition
4 people
Label objects
2 people
Place information signs
2 people
Hang up decorations
3 people
Connect the sound system
2 people
Test presentation
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Check toilets
Set up reception desk
2 people
Give volunteer briefing
2 people

Event

Welcome visitors
4 people
Hand out program brochures
2 people
Serve coffee and tea
3 people
Lead opening speech
2 people
Host lecture
2 people
Guide tours
4 people
Assist the demonstration
3 people
Serve snacks
3 people
Refill drinks
2 people
Answer visitor questions
2 people
Process registrations on site
2 people
Serve dinner
5 people
Collect tableware
3 people
Support the evening program
3 people
Lead the final Q&A round
2 people
Wave goodbye to visitors
3 people

Aftercare

Secure exhibition items
3 people
Collect waste
3 people
Wash dishes
3 people
Clear buffet
2 people
Remove decorations
2 people
Clean rooms
4 people
Put furniture back
4 people
Turn off the sound equipment
2 people
Return Items
3 people
Return borrowed materials
2 people
Handle lost property

What to bring

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

Furniture

Rectangular tablesqty 12
Folding chairsqty 90
High tablesqty 6
Tableclothsqty 18
Stage sectionsqty 4
Speaker lectern
Coat racksqty 3
Bollardsqty 8
Exhibition panelsqty 10
Display casesqty 4
Presentation tablesqty 6

Tableware

Coffee cupsqty 100
Tea glassesqty 100
Water glassesqty 100
Wine glassesqty 90
Platesqty 100
Dessert platesqty 100
Forksqty 110
Knivesqty 110
Spoonsqty 110
Serving spoonsqty 12
Serving traysqty 12
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 8
Soup bowlsqty 100

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 4
Projector
Projection screen
Laptop
Microphonesqty 3
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Storage binsqty 12
Food warmersqty 6
Thermos flasksqty 8
Serving tongsqty 8
Kitchen apronsqty 8

Decorations

Historical flagsqty 6
Table décorqty 12
Flower arrangementsqty 8
Chalkboardsqty 6
Photo framesqty 20
Sign holdersqty 20
Wayfinding signsqty 10
Name badgesqty 100
Pensqty 30
Program leafletsqty 120
Exhibition labelsqty 40
Loan formsqty 40

Cleaning

Waste binsqty 8
Vacuum cleaner
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
Broom setsqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the date, programme and venue before approaching speakers or printing invitations. Confirm which rooms are available for talks, demonstrations, refreshments and exhibitions so you can plan the layout accurately.
Start exhibit paperwork early. Create the object list, arrange signed loan forms and record insurance details before borrowed items arrive; chasing one missing signature in the final week can delay an entire display.
Use registrations to calculate catering rather than guessing. Finalise the visitor list and dietary requirements before shopping, then check that you have enough cups, glasses, plates, serving utensils, coffee equipment and chilled storage.
Plan visitor movement as carefully as the programme. Place exhibition panels and display cases where they do not block entrances, use bollards or other barriers where needed, and keep coat racks and refreshments out of the main presentation route.
Give volunteers a written schedule and a short briefing before the event. Include who welcomes visitors, who guides each room, who supports speakers, who monitors exhibits and who replenishes drinks and snacks.

Frequently asked questions

How far in advance should I organise a heritage afternoon?: Start at least 8 to 12 weeks ahead if you need speakers, borrowed objects, printed invitations and venue rooms. Allow extra time when loan forms, insurance checks or permits are required.
When should I confirm the speakers and demonstrators?: Aim to confirm the full lineup 6 to 8 weeks before the event. This gives you time to publish an accurate programme, prepare introductions and print brochures without last-minute changes.
When should I send invitations for a heritage afternoon?: Send invitations around 4 to 6 weeks before the event, then review registrations weekly. Close or review registration numbers about 7 days beforehand so you can finalise seating, badges and catering.
How do I calculate food and drinks for the event?: Base quantities on the final visitor list and allow for the full programme, including arrival and breaks. Do the shopping and check supplies 2 to 3 days before the event, then chill drinks and prepare snacks on the day or the evening before.

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.