How to organise a heritage afternoon

A heritage afternoon works best when the programme, exhibits and visitor flow are planned as one connected experience. Start by fixing the date, reserving the venue and confirming speakers before you design invitations or publish the event. Allow extra time for loan forms, insurance details and exhibit preparation: these are often left until the final week. Registrations, dietary requirements, guides and catering then give you the numbers needed for a smooth afternoon.

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
Set the date and program
2 people
2
Reserve the venue and rooms
3
Check permits and notifications
4
Approach speakers and demonstrators
2 people
5
Confirm the Speaker Lineup
6
Select exhibit items
3 people
7
Create an object list and loan forms
2 people
8
Have loan forms signed
2 people
9
Record object insurance details
10
Design invitations
2 people
11
Send invitations
2 people
12
Publish event online
13
Distribute posters
3 people
14
Process registrations
15
Collect dietary requirements
16
Finalize the visitor list
17
Have program brochures printed
18
Prepare name badges
2 people
19
Brief guides
2 people
20
Create the volunteer schedule
21
Calculate catering quantities
2 people
22
Check catering supplies
2 people
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Prepare snacks
4 people
26
Prepare soup and meal
3 people
27
Transport items safely
3 people
28
Open venue
2 people
29
Check rooms
2 people
30
Set up tables
4 people
31
Set up chairs
4 people
32
Set up the exhibition
4 people
33
Label objects
2 people
34
Place information signs
2 people
35
Hang up decorations
3 people
36
Connect the sound system
2 people
37
Test presentation
2 people
38
Set up coffee station
2 people
39
Set up the buffet
3 people
40
Check toilets
41
Set up reception desk
2 people
42
Give volunteer briefing
2 people

Event

43
Welcome visitors
4 people
44
Hand out program brochures
2 people
45
Serve coffee and tea
3 people
46
Lead opening speech
2 people
47
Host lecture
2 people
48
Guide tours
4 people
49
Assist the demonstration
3 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Answer visitor questions
2 people
53
Process registrations on site
2 people
54
Serve dinner
5 people
55
Collect tableware
3 people
56
Support the evening program
3 people
57
Lead the final Q&A round
2 people
58
Wave goodbye to visitors
3 people

Aftercare

59
Secure exhibition items
3 people
60
Collect waste
3 people
61
Wash dishes
3 people
62
Clear buffet
2 people
63
Remove decorations
2 people
64
Clean rooms
4 people
65
Put furniture back
4 people
66
Turn off the sound equipment
2 people
67
Return Items
3 people
68
Return borrowed materials
2 people
69
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 and programme before contacting speakers, demonstrators or exhibitors. Once the running order is stable, you can confirm rooms, presentation space and the timing of breaks.
Treat borrowed objects as a separate workstream. Create the object list and loan forms early, get every form signed, and record insurance details before anything is transported to the venue.
Plan the visitor route around the exhibits and talks. Decide where exhibition panels, display cases, presentation tables, coat racks and barriers go before volunteers arrive for the setup.
Close registrations early enough to use the final visitor list for name badges, printed programme brochures and catering. Ask for dietary requirements during registration rather than trying to collect them at the door.
Calculate refreshments from the confirmed attendance, then check serving equipment before shopping. Coffee and tea need cups, pots or machines, while drinks need chilled storage, glasses and enough serving space.

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 and printed invitations. Reserve the venue and approach contributors first, then leave the final 7 days for packing, briefings and room setup.
When should I confirm the speakers for a heritage afternoon?: Aim to confirm the full speaker and demonstrator lineup 4 to 6 weeks before the event. This gives you time to publish an accurate programme, prepare introductions and print brochures without last-minute changes.
When should loan forms be signed for heritage exhibits?: Have loan forms signed before the objects leave their owners, preferably at least 2 weeks before the event. Record insurance details at the same time and keep one copy with the event records.
How do I calculate catering for a heritage afternoon?: Use the final visitor list rather than the number of invitations. Plan approximately 2 to 3 drinks per person for the first hour, then adjust food, cups, glasses and serving equipment for the confirmed attendance and dietary requirements.

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.