How to organise a medical lecture

A medical lecture runs smoothly when the programme, speaker and practical arrangements are fixed in the right order. Start by reserving the venue and confirming the speaker, then build the programme before sending invitations and opening registration. In the final week, collect dietary requirements, send a reminder and obtain the presentation. On the day, allow time to check the room, test the projector and microphone, prepare registration and set out refreshments before participants arrive.

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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
Reserve venue
2
Book speaker
3
Compile program
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send reminder
8
Print participant list
9
Prepare name badges
2 people
10
Receive the presentation
11
Test the equipment
2 people
12
Purchase catering
2 people
13
Chill drinks
14
Prepare snacks
2 people
15
Collect materials
2 people

Event

16
Open venue
2 people
17
Check the Venue
2 people
18
Set up chairs
3 people
19
Set up tables
2 people
20
Set up the presentation area
2 people
21
Connect the projector
2 people
22
Test microphone
2 people
23
Set up lighting
24
Set up the registration table
2 people
25
Hang up signage
26
Set out coffee and tea
2 people
27
Set up the buffet
3 people
28
Welcome the speaker
29
Register visitors
3 people
30
Hand out name badges
2 people
31
Serve welcome drinks
2 people
32
Introduce the lecture
33
Host lecture
2 people
34
Moderate the Q&A
2 people
35
Serve snacks
2 people
36
Refill drinks
2 people
37
Thank the speaker
38
Wave goodbye to visitors
2 people

Aftercare

39
Collect tableware
2 people
40
Switch off equipment
2 people
41
Sort waste
2 people
42
Clear the hall
3 people
43
Wash dishes
2 people
44
Clean the room
2 people
45
Pack up materials
2 people
46
Return borrowed items
47
Archive presentation files
48
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Speaker table

Equipment

Projector
Projection screen
Laptop
Wireless microphone
Speakerqty 2
Extension cordsqty 4
Power stripsqty 3
Laser pointer
Presentation clicker

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8
Coffee potsqty 3
Thermos flasksqty 4

Kitchen

Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4
Kettlesqty 2
Waste binsqty 4

Decorations

Name badgesqty 60
Tableclothsqty 8
Signage boardsqty 6
Arrow board holdersqty 6
Notepadsqty 60
Ballpoint pensqty 60
Clipboardsqty 4

Cleaning

Hand sanitizerqty 4
Microfiber clothsqty 8
Broom
Litter picker

Catering

Groceries

Tips

Reserve the venue before confirming the programme, and check that it has enough chairs, tables and a separate area for registration. Allow at least 60 minutes before the start for room checks and setup.
Confirm the speaker’s presentation file several days in advance, not when the lecture is about to begin. Test it on the actual laptop and projector, including videos, fonts and slide transitions.
Close registration early enough to print the participant list and prepare name badges. Keep a current copy at the registration table so late changes can be marked by hand.
Test the wireless microphone, projector, power strips and extension cords while the room is still empty. Keep a presentation clicker and laser pointer ready, and identify a backup way to show the slides.
Prepare coffee, water, snacks and tableware before doors open. Chill drinks in advance, place waste bins where people can see them, and use signs to direct participants to registration and the lecture room.

Frequently asked questions

How far in advance should I organise a medical lecture?: Book the venue and speaker at least 6 to 8 weeks before the lecture. Send invitations once the date, programme outline and registration process are confirmed.
When should I ask attendees about dietary requirements?: Ask for dietary requirements during registration and set a response deadline about 7 days before the event. Give the final numbers to whoever is buying or preparing the catering.
How early should I arrive to set up a medical lecture?: Arrive at least 60 minutes before participants are expected. Use that time to check the venue, arrange chairs and tables, set up registration, connect the projector and test the microphone.
When should the speaker send the presentation?: Ask for the final presentation at least 2 to 3 days before the lecture. Test the file on the event laptop and keep a copy available offline in case the speaker’s device cannot connect.

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