How to organise a symposium without last-minute problems

Organising a symposium starts with fixing the date, venue and purpose before contacting speakers or opening registration. Build the programme around confirmed speakers, then plan invitations, registration, catering and room logistics in that order. A site visit helps you catch practical issues such as seating, signage, parking and presentation equipment early. The final week is for checking attendee details, collecting presentations, printing badges and testing every microphone, laptop and projector.

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 people
2
Draw up the program and schedule
2 people
3
Approach speakers
2 people
4
Confirm speakers and topics
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Publish registration form
8
Process registrations
2 people
9
Send reminder to participants
10
Collect dietary requirements
11
Create final participant list
2 people
12
Prepare name badges
2 people
13
Collect speaker information
14
Collect presentations
15
Check presentations
2 people
16
Book catering
2 people
17
Compile the break menu
2 people
18
Carry out a site visit
2 people
19
Determine room layout
2 people
20
Create directions
21
Share parking information
22
Print the program
2 people
23
Print name badges
24
Prepare signage
2 people
25
Test the equipment
2 people
26
Do the shopping
2 people
27
Chill drinks
2 people
28
Bring materials to the venue
3 people
29
Open hall
2 people
30
Set up tables and chairs
4 people
31
Set up registration desk
2 people
32
Set up catering tables
2 people
33
Set up the equipment
3 people
34
Test microphones
2 people
35
Set up presentations
2 people
36
Hang up decorations
2 people
37
Set up signage
2 people
38
Set out information materials
2 people
39
Prepare coffee and tea
2 people
40
Prepare lunch and snack breaks
3 people

Event

41
Welcome speakers
2 people
42
Give a speaker briefing
2 people
43
Staff the registration desk
3 people
44
Welcome participants
3 people
45
Distribute program
2 people
46
Deliver the opening presentation
2 people
47
Announce the speakers
48
Provide technical support for presentations
2 people
49
Manage microphones
50
Moderate audience Q&A
51
Serve coffee break
4 people
52
Refill drinks
2 people
53
Set up the buffet
4 people
54
Serve dinner
5 people
55
Serve diet meals
2 people
56
Moderate the panel discussion
2 people
57
Host the networking drinks reception
4 people
58
Collect waste during the event
2 people
59
See participants off
2 people

Aftercare

60
Switch off the equipment
2 people
61
Collect tableware
3 people
62
Pack leftovers safely
2 people
63
Take down tables and chairs
4 people
64
Remove decorations
2 people
65
Pack up materials
3 people
66
Clean the room
3 people
67
Check toilets
68
Dispose of waste
2 people
69
Return borrowed materials
2 people
70
Return equipment
2 people
71
Clear away unused groceries
2 people
72
Send a thank-you gift to participants

What to bring

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

Furniture

Chairsqty 110
Tablesqty 14
Registration desk
Buffet tablesqty 4
Speaker table
Stoolsqty 5
Coat racksqty 3

Tableware

Dinner platesqty 110
Dessert platesqty 110
Coffee cupsqty 110
Water glassesqty 120
Wine glassesqty 120
Coffee spoonsqty 110
Forksqty 120
Knivesqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 3

Equipment

Projector
Projection screen
Laptopsqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Audio mixer
Speakersqty 2
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Presentation clickerqty 2
Power banksqty 4

Lighting

LED lightsqty 8
Standing lampsqty 4

Decorations

Tableclothsqty 14
Flower arrangementsqty 8
Banner holdersqty 4
Name badge holdersqty 110
Program boardsqty 6
Directional signsqty 12
Adhesive stripsqty 2

Office

Name badgesqty 110
Program leafletsqty 120
Notepadsqty 110
Ballpoint pensqty 120
Registration listsqty 6
Foldersqty 8
Rolls of tapeqty 4
Scissorsqty 4
Markersqty 12
Flipchart padsqty 3
Clipboardsqty 6

Cleaning

Waste binsqty 8
Hand broomsqty 2
Vacuum cleaner
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the programme before sending invitations. Leave realistic changeover time between sessions and allow at least 15 minutes for registration, so the printed schedule matches what attendees will experience.
Contact speakers with a clear deadline for confirmation, topic details and presentation files. Collect the final presentations several days before the symposium, then test them on the actual laptop and projector.
Open registration only after the key programme details are stable. Close or review registrations early enough to create a final participant list, print name badges and confirm dietary requirements with the caterer.
Visit the venue before deciding on the room layout. Check where the registration desk, speaker table, buffet tables, coat racks, projection screen and microphone stands will go, and record parking and directions for attendees.
Schedule a full equipment test before doors open. Check the projector, screen, laptops, wireless microphones, microphone stands, audio mixer, coffee machines and kettles together rather than testing each item in isolation.

Frequently asked questions

How far in advance should you organise a symposium?: Start planning at least 12 weeks before the event, especially if you need several speakers or a specific venue. Aim to have the date, location and draft programme fixed before opening registration.
When should I send symposium invitations?: Send the first invitations once the date, venue and main programme are confirmed, ideally 8 to 10 weeks before the symposium. Send a reminder about 2 weeks before the event, after checking registrations and dietary requirements.
When should symposium presentations be collected?: Set the presentation deadline 5 to 7 days before the symposium. This gives you time to check file formats, videos, fonts and slide order on the equipment used at the venue.
How many people should I plan for at symposium registration?: Allow at least 15 minutes for registration and provide enough space for the registration desk, name badges and programme sheets. For a larger group, use two registration points so attendees are not waiting in one queue.

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.