How to organise a care symposium without last-minute problems

A care symposium needs more than a strong programme. You are coordinating speakers, registrations, dietary requirements, catering, room layout and presentation technology on the same deadline. Start by fixing the date, venue and theme, then build the programme before inviting attendees. In the final week, focus on confirmed numbers, presentations, badges and access information. On the event day, allow time to test every microphone, cable and screen before registration opens.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Confirm date and location
2 people
2
Set the program and theme
3 people
3
Approach speakers
2 people
4
Confirm speakers
2 people
5
Confirm room booking
6
Book catering
2 people
7
Reserve equipment
2 people
8
Draft invitations
2 people
9
Send invitations
2 people
10
Process registrations
2 people
11
Collect dietary requirements
12
Send parking information
13
Finalize the program
3 people
14
Collect presentations
15
Update participant list
2 people
16
Prepare name badges
2 people
17
Print handouts
2 people
18
Do the shopping
2 people
19
Check dietary meals
2 people
20
Test the equipment
2 people
21
Mark the room layout
2 people
22
Set up tables and chairs
4 people
23
Set up registration desk
2 people
24
Set up projector and screen
2 people
25
Connect microphones and laptop
2 people
26
Set up presentations
27
Prepare registration materials
2 people
28
Prepare coffee and tea
2 people
29
Set up lunch buffet
3 people

Event

30
Welcome speakers
2 people
31
Register participants
3 people
32
Hand out name badges
2 people
33
Serve welcome coffee
2 people
34
Handle the opening
35
Announce the speakers
36
Technically support presentations
2 people
37
Set up coffee break
2 people
38
Refill coffee and tea
2 people
39
Replenish lunch buffet
3 people
40
Serve diet meals
2 people
41
Collect tableware and glasses
2 people
42
Moderate panel discussion
2 people
43
Set out break drinks
2 people
44
Refill drinks
2 people
45
Moderate the Q&A
46
Handle the closing
47
See participants off
2 people

Aftercare

48
Switch off the equipment
2 people
49
Store leftovers in the fridge
2 people
50
Collect waste
3 people
51
Wash dishes
3 people
52
Clear the hall
4 people
53
Clean the room
3 people
54
Inventory materials
2 people
55
Return rented equipment
2 people
56
Return leftover materials
2 people
57
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Speaker table
Stoolsqty 4

Tableware

Coffee cupsqty 100
Water glassesqty 100
Wine glassesqty 90
Dinner platesqty 100
Dessert platesqty 100
Cutlery setsqty 100
Serving plattersqty 12

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Bread basketsqty 6
Groceries

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
Extension cordsqty 6
Power stripsqty 4
HDMI cablesqty 3

Decorations

Name badgesqty 100
Table numbersqty 10
Program standsqty 6
Wayfinding signsqty 8
Table runnersqty 10
Ballpoint pensqty 100
Notepadsqty 100
Name tag holdersqty 100

Office

Program bookletsqty 100
Evaluation formsqty 90
Pen holdersqty 6
Tapeqty 4
Scissorsqty 3
Markersqty 12
Printer paperqty 2

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Washing-up bowlsqty 3
Spongesqty 8
Microfiber clothsqty 12
Mopsqty 3
Bucketsqty 3
Hand soap dispensersqty 4
Paper towel dispensersqty 4

Lighting

Standing lampsqty 4

Tips

Set the date, venue and theme first, then approach speakers with a clear programme outline. Give them a firm deadline for confirmation so invitations are not sent before the agenda is stable.
Send invitations only after the registration process is ready. Ask for dietary requirements at registration and update the participant list at least once during the final week.
Collect every presentation before the event, not when the speaker arrives. Test each file on the event laptop and check that the projector, screen, HDMI cables and audio equipment work together.
Plan the room around how people will use it: place the registration desk where it is visible, mark the table and chair layout, and reserve a clear position for the speaker table and microphones.
Check catering numbers and special meals against the latest participant list two to three days before the symposium. Set out coffee equipment, water glasses and serving items before guests arrive, rather than during the first break.

Frequently asked questions

How far in advance should I organise a care symposium?: Start planning at least 12 weeks before the event. Confirm the date, room, theme and main speakers first; allow the final 7 days for presentations, badges, handouts and technical checks.
When should symposium invitations be sent?: Send invitations once the programme and registration form are ready, usually 8 to 10 weeks before the event. Close or review registrations 3 to 5 days before the symposium so catering and name badges match the latest numbers.
When should speakers send their presentations?: Ask speakers to submit their presentations no later than 3 days before the event. Load and test every file on the event laptop, including videos, fonts and slide transitions.
How early should the room be set up for a care symposium?: Allow at least 2 hours for room setup and testing. Arrange tables and chairs, prepare the registration desk, connect the projector and microphones, and complete a sound and presentation test before attendees arrive.

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.