How to organise an art lecture from start to finish

An art lecture runs smoothly when the programme, speaker and room setup are handled in the right order. Start by securing the venue and confirming the speaker, then build the programme before opening registration and promoting the event. In the final week, collect dietary requirements, check the presentation and test every connection. On the day, allow time to ventilate the room, arrange the seating and tables, prepare registration and set up the speaking area before guests 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
Confirm the speaker
3
Finalize the program
2 people
4
Send invitations
2 people
5
Open the registration form
6
Prepare promotion
7
Distribute promotion
2 people
8
Process registrations
9
Collect dietary requirements
10
Receive speaker presentation
11
Check the presentation
2 people
12
Test the equipment
2 people
13
Order catering
14
Print programs
15
Prepare name badges
16
Do the shopping
2 people
17
Set up catering
2 people
18
Inform speaker
19
Open venue
2 people
20
Ventilate room
21
Set up chairs
3 people
22
Set up tables
2 people
23
Set up the speaking area
2 people
24
Set up projector and screen
2 people
25
Connect sound equipment
2 people
26
Set up the presentation
27
Set up registration desk
2 people
28
Prepare coffee and tea
2 people
29
Set out water and glasses
30
Brief the reception team
3 people

Event

31
Register visitors
3 people
32
Serve welcome drinks
2 people
33
Open the lecture
34
Host lecture
2 people
35
Manage microphone
36
Serve break snacks
2 people
37
Refill drinks
2 people
38
Moderate the Q&A
2 people
39
Serve snacks
3 people
40
Keep drinks topped up
2 people
41
Guide visitors
2 people
42
Serve the final drinks round
2 people
43
Wave goodbye to visitors
2 people

Aftercare

44
Switch off equipment
2 people
45
Collect tableware
3 people
46
Collect waste
2 people
47
Clear tables and chairs
3 people
48
Wash dishes
2 people
49
Clean the room
2 people
50
Dismantle technical equipment
2 people
51
Store leftover catering
52
Return materials
2 people
53
Handle lost and found

What to bring

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

Furniture

Chairsqty 60
Tablesqty 6
Speaker table
Registration desk

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Compact speakerqty 2
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4

Presentation

Flip chart
Flipchart markersqty 2
Laser pointer

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee potsqty 3
Water jugsqty 6
Serving plattersqty 8
Serving tongsqty 6

Catering

Hot drink urnsqty 3
Coolersqty 3
Serving traysqty 6
Groceries

Decorations

Directional signsqty 8
Name badgesqty 60
Tableclothsqty 6
Programsqty 70

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Broomqty 2
Mopqty 2
Bucketqty 2

Tips

Confirm the speaker before publishing the programme. Ask for the presentation file several days in advance, then open it on the event laptop and check that images, videos and fonts display correctly.
Open registration only after the venue, programme and speaker details are settled. Keep a record of attendance and dietary requirements, and send the final count to catering before ordering.
Test the projector, screen, laptop, HDMI cable, microphone and compact speaker together rather than separately. Bring extension cords and power strips, because the nearest usable socket is often not beside the speaking area.
Plan the room around the lecture, not just the catering. Set out chairs with a clear view of the screen, leave space for the speaker table and registration desk, and place directional signs where visitors make each turn.
Finish the welcome materials before doors open. Put name badges and printed programmes at registration, fill water jugs, arrange coffee cups and glasses, and keep serving tongs and trays ready for catering.

Frequently asked questions

How far in advance should I organise an art lecture?: Start at least 6 to 8 weeks ahead if you need to book a venue, confirm a speaker and promote registration. Leave the final 7 days for presentation checks, equipment testing, catering numbers and printed materials.
When should I ask the speaker for the presentation?: Request the presentation 3 to 5 days before the lecture. Test the file on the actual laptop and projector, and keep a backup copy on a second device or USB drive.
How many chairs should I set up for an art lecture?: Set up one chair for every confirmed registration, plus about 5 to 10% extra if the room allows. Recheck the number after registration closes so the room does not look unnecessarily empty.
When should catering be ordered for an art lecture?: Order catering after registration has been processed and dietary requirements have been collected, usually 3 to 5 days before the event. Include coffee, water and serving equipment in the final check, not only the food.

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.