How to organise a presentation evening without last-minute problems

Start with the running order, not the decorations. A presentation evening depends on three things happening on time: speakers arriving prepared, the audience being registered smoothly, and every presentation working on the actual equipment. Set the schedule first, then confirm speakers, invitations, dietary requirements and catering. In the final week, collect and check every presentation, test the laptop, projector, microphones and cables, and assign someone to manage the room while you handle arrivals.

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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
Set the presentation schedule
2 people
3
Invite speakers
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm registrations
8
Send speaker briefing
9
Order catering
10
Check equipment
2 people
11
Do the shopping
2 people
12
Collect presentations
13
Check presentations
2 people
14
Make name badges
2 people
15
Prepare snacks
3 people
16
Chill drinks
2 people
17
Clean the room
3 people
18
Set up tables
3 people
19
Set out chairs
3 people
20
Set up the presentation area
2 people
21
Connect the technical equipment
2 people
22
Hang decorations
2 people
23
Set up the reception desk
2 people

Event

24
Welcome speakers
2 people
25
Register visitors
3 people
26
Serve coffee and tea
2 people
27
Facilitate presentations
2 people
28
Serve snacks
3 people
29
Refill drinks
2 people
30
Set up for the break
2 people
31
Wave goodbye to visitors
2 people

Aftercare

32
Collect waste
2 people
33
Wash dishes
3 people
34
Disconnect equipment
2 people
35
Put furniture back
3 people
36
Clean the room
3 people
37
Remove decorations
2 people
38
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Stoolsqty 6

Tableware

Platesqty 70
Coffee cupsqty 60
Glassesqty 80
Cutlery setsqty 70
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Presentation clicker
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 3
USB-C adaptersqty 3
Spare laptop

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Serving plattersqty 8
Serving tongsqty 6

Decorations

Name badgesqty 70
Tableclothsqty 8
Balloonsqty 40
Buntingqty 6
Flower arrangementsqty 4

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Build the programme around realistic timings: allow 5–10 minutes for each presentation, plus at least 5 minutes between speakers for questions, changeovers and technical fixes.
Send the speaker briefing at least 7 days before the event. Ask for presentations 48 hours in advance, then open every file on the event laptop rather than relying on speakers’ own devices.
Test the full AV setup in the room 2–3 hours before guests arrive. Connect the projector, screen, microphones, speakers, HDMI cables, USB-C adapters, power strips and extension cords, and keep the reserve laptop nearby.
Close registration 2–3 days before the evening if possible, so you can print name badges, confirm numbers with catering and follow up on missing dietary requirements. Keep a separate list for late registrations and walk-ins.
Plan the room in the order guests will use it: registration table at the entrance, seating facing the presentation area, and buffet tables away from the microphone and projector cables. Put chilled drinks out shortly before doors open and keep coffee equipment ready for the break.

Frequently asked questions

How far in advance should I organise a presentation evening?: Book the venue and set the presentation schedule 6–8 weeks ahead. Invite speakers before sending general invitations, and confirm final attendance and dietary requirements 3–5 days before the event.
How long should each presentation be?: Allow 10–15 minutes for a standard presentation and add 5 minutes for questions or a changeover. For six speakers, reserve roughly 90–120 minutes, excluding arrival and refreshment breaks.
When should I collect presentations from speakers?: Request the files at least 48 hours before the event and check them on the presentation laptop the same day. Keep a reserve laptop, the correct adapters and a second copy of every file available.
How early should I set up the presentation room?: Start the room and equipment setup at least 2–3 hours before guests arrive. Leave 30 minutes at the end for a full sound and projection test, seating changes and fixing missing items at the reception table.

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.