How to organise a live podcast

A live podcast needs more than a guest list and a few microphones. Start by confirming the venue, speakers and audience capacity, then build the running order around recording, questions and changeovers. Technical preparation should happen before the room is dressed or catering arrives, because sound problems are harder to fix once guests are seated. This guide covers the practical sequence, timings and details that are often arranged too late.

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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

1
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm guests and speakers
5
Reserve venue
6
Reserve equipment
7
Develop the run sheet
2 people
8
Prepare questions for guests
2 people
9
Collect audience questions
10
Prepare a technical briefing
11
Create floor plan
12
Order catering
13
Print attendance list
14
Do the shopping
2 people
15
Collect equipment
2 people
16
Check the venue
2 people
17
Clear space
2 people
18
Set up tables and chairs
3 people
19
Set up the stage area
2 people
20
Connect microphones
2 people
21
Connect recording equipment
2 people
22
Connect the sound system
2 people
23
Test the equipment
2 people
24
Set up lighting and decorations
2 people
25
Set up catering
2 people
26
Chill drinks
27
Set up registration desk
2 people

Event

28
Welcome speakers
2 people
29
Brief speakers on technical setup
2 people
30
Welcome visitors
3 people
31
Register attendance
2 people
32
Announce the opening
33
Record a live podcast
4 people
34
Moderate audience questions
2 people
35
Serve break snacks
2 people
36
Refill drinks
37
Supervise the second recording block
4 people
38
Serve snacks
2 people
39
Guide audience interaction
2 people
40
Announce the closing
41
Say goodbye to guests
2 people

Aftercare

42
Switch off equipment
2 people
43
Pack equipment
2 people
44
Wash dishes
2 people
45
Collect waste
2 people
46
Clean the room
3 people
47
Put furniture back
3 people
48
Return equipment
2 people
49
Back up recording files
50
Send thank-you message

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 60
Bar stoolsqty 4
Speaker table
Coat rack
Waste binsqty 4

Equipment

Dynamic microphonesqty 4
Microphone standsqty 4
Headphonesqty 4
Headphone amplifier
Audio mixer
Audio interface
Recording device
Laptop
Active speakersqty 2
Monitor speakersqty 2
XLR cablesqty 6
Jack cablesqty 4
DI box
Power stripsqty 6
Extension cordsqty 8
Gaffer tapeqty 3
Spare batteriesqty 12
USB sticksqty 3

Lighting

LED panelsqty 4
Light standsqty 4
Mood lightingqty 2

Tableware

Reusable drinking glassesqty 80
Coffee cupsqty 40
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 3
Serving traysqty 6
Serving jugsqty 6
Pliersqty 4

Decorations

Tableclothsqty 8
Stage backdrop
Directional signsqty 6
Name badgesqty 20
Pensqty 30

Cleaning

Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Write the run sheet around the recording, not just the stage programme. Allow time for guest introductions, microphone changes, audience questions and a short buffer of at least 10 minutes.
Confirm dietary requirements when registrations are processed, then give the caterer a final number 3–5 days before the event. Print the attendance list before setup so check-in does not depend on a laptop or phone signal.
Prepare a technical briefing for everyone handling sound or recording. Test every microphone, cable, headphone feed, speaker and recording device at least 60 minutes before doors open, and keep spare batteries and storage media ready.
Plan the room for both the audience and the recording team. Keep clear routes between the speaker table, microphones, mixer and recording position, and tape down cables before guests enter.
Collect audience questions before the event and set a closing time for submissions, such as 24 hours beforehand. Give the host a short, selected list rather than handing over unfiltered questions during the recording.

Frequently asked questions

How far in advance should I organise a live podcast?: Start at least 6–8 weeks ahead if you need a venue, speakers and registrations. Lock the venue and key guests first, then finalise the run sheet and technical plan during the last 2 weeks.
How long should a live podcast recording take?: Allow 60–90 minutes for the recorded programme, depending on the number of guests and audience questions. Add at least 30 minutes for guest briefing and soundcheck, plus 30–45 minutes for audience arrival.
When should I test the sound equipment for a live podcast?: Complete a full soundcheck at least 60 minutes before doors open. Test each microphone, headphone feed, cable, speaker and recording channel separately, then make a short test recording and play it back.
When should I confirm catering numbers for a live podcast?: Collect dietary requirements during registration and confirm the final guest count 3–5 days before the event. Keep a small buffer for late confirmations, but do not wait until event day to order or shop.

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.