How to organise a lecture without last-minute problems

Organising a lecture is mainly a matter of sequencing: secure the speaker and venue first, then build the programme, registrations and catering around them. Technical details need their own deadline, because a presentation that arrives on the day leaves no time to test it. Plan the room setup, registration desk and refreshments before the event, and keep the attendance list and materials together for arrival. This approach gives you a clear handover from planning to delivery.

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
Confirm the speaker
3
Prepare the program and schedule
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send registration confirmations
8
Coordinate technical requirements
9
Receive the presentation
10
Perform a technical check of the presentation
11
Order catering
12
Check supplies
2 people
13
Do the shopping
2 people
14
Test the space and equipment
2 people
15
Print attendance list
16
Bring materials to the venue
2 people
17
Ventilate the hall
18
Set up tables and chairs
3 people
19
Set up the speaking area
2 people
20
Set up projector and screen
2 people
21
Test audio and microphone
2 people
22
Set up the presentation
23
Prepare coffee and tea
2 people
24
Set up registration desk
2 people

Event

25
Receive participants
3 people
26
Register attendance
2 people
27
Open the lecture
28
Assist the speaker
29
Refill drinks
2 people
30
Serve break snacks
2 people
31
Moderate audience Q&A
32
Serve light meals
3 people
33
Collect tableware and waste
2 people
34
Wrap up the lecture
35
See visitors out
2 people

Aftercare

36
Switch off the equipment
2 people
37
Clear tables and chairs
3 people
38
Wash dishes
2 people
39
Remove waste
2 people
40
Clean the hall and kitchen
2 people
41
Return borrowed materials
2 people
42
Archive presentation and registration
43
Send a thank-you message to the speaker

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving spoonsqty 6

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Speakersqty 2
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving spoonsqty 4
Coolersqty 2

Decorations

Name badgesqty 60
Directional signsqty 8
Registration board
Flip chart
Flip chart sheetsqty 30
Markersqty 12

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning glovesqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Confirm the speaker, date and location before sending invitations. Include the session length, arrival time and technical setup the speaker needs, then request the presentation early enough for a full test.
Set a registration deadline several days before the lecture. Use the final list to prepare confirmations, name badges, dietary information and an accurate estimate for catering.
Schedule a complete technical check at the venue before guests arrive. Test the laptop, projector, screen, HDMI cable, power strips, speakers, microphone and presentation clicker with the actual presentation.
Plan the room backwards from the start time. Allow time to ventilate the hall, arrange chairs and tables, set up the speaking area, prepare coffee and tea, and place directional signs before opening registration.
Keep arrival materials in one clearly labelled set. Bring the attendance list, name badges, registration board and presentation equipment together, and assign one person to receive participants while another handles final room checks.

Frequently asked questions

How far in advance should I organise a lecture?: Start at least 6 to 8 weeks before the lecture if you need to confirm a speaker, venue and registrations. Set the catering order and technical requirements several days before the event, once attendance numbers are clearer.
When should I ask the speaker for the presentation?: Ask for the presentation at least 3 to 5 days before the lecture. Test it on the event laptop and projector before the day, including video, audio, fonts and slide transitions.
How long before a lecture should the room be set up?: Allow at least 90 minutes for room preparation and testing. This covers chairs and tables, the speaking area, projector, screen, microphone, registration desk, coffee and tea.
How much catering should I order for a lecture?: Base the order on confirmed registrations and add a small buffer of about 5 to 10 percent. Collect dietary requirements before ordering, and confirm the final headcount several days in advance.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!