How to organise an expert meeting without last-minute problems

An expert meeting depends on a tight programme, reliable speakers and a smooth arrival process. Start by fixing the venue, date and meeting format, then work backwards from the event day. Give registration and dietary requirements a clear deadline, and confirm speakers before you publish the final programme. In the final week, focus on presentations, name badges, catering, route information and equipment checks. On the day itself, allow enough time to test every presentation and set up the reception desk before participants arrive.

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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Reserve venue
5
Order catering
6
Confirm speakers
7
Finalize the program
2 people
8
Collect presentations
9
Print participant list
10
Prepare name badges
11
Send route information
12
Send reminder
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Check the venue
2 people
16
Set up tables
3 people
17
Set up chairs
3 people
18
Set up registration desk
2 people
19
Set up the presentation equipment
2 people
20
Test presentations
2 people
21
Set up coffee station
2 people
22
Prepare snacks
3 people

Event

23
Staff the reception desk
2 people
24
Register participants
2 people
25
Serve coffee and tea
2 people
26
Support the program
27
Refill drinks
2 people
28
Serve snacks
3 people
29
Set up the dinner buffet
3 people
30
Refill the dinner buffet
2 people
31
Clear away dishes
2 people
32
Assist with farewell and cloakroom
2 people

Aftercare

33
Switch off equipment
2 people
34
Collect waste
2 people
35
Wash dishes
3 people
36
Clean the room
3 people
37
Put furniture back
3 people
38
Check materials
2 people
39
Return borrowed materials
2 people
40
Send thank-you message

What to bring

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

Furniture

Chairsqty 45
Tablesqty 6
Reception table
Coat rackqty 2

Tableware

Dinner platesqty 45
Dessert platesqty 45
Coffee cupsqty 45
Water glassesqty 60
Wine glassesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Wireless microphoneqty 2
Presentation clicker
HDMI adapter kit
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Flip chartsqty 2
Flipchart padsqty 4
Whiteboardsqty 2
Whiteboard erasersqty 2

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Bread knivesqty 3
Cutting boardsqty 3
Kitchen knivesqty 3

Decorations

Name badge holdersqty 45
Name badgesqty 45
Tableclothsqty 6
Direction signsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Groceries

Tips

Set the registration deadline at least 10 days before the meeting. This gives you time to collect dietary requirements, print the participant list and prepare name badges without chasing people on the final day.
Confirm each speaker’s attendance and presentation at least one week in advance. Ask for the final files early enough to test them on the laptop, projector, HDMI adapter and presentation clicker.
Send route information with the reminder 2–3 days before the meeting. Include the arrival time and explain where participants register, especially if the venue has more than one entrance.
Plan catering from the registration numbers, not from the room capacity. Check the dietary requirements before ordering, then arrange coffee, tea, water and snacks so the coffee station can be opened immediately.
Arrive at least 90 minutes before the first participant. Use that time to check the room, arrange tables and chairs, connect extension cords and power strips, test the microphone and presentations, and prepare the reception desk.

Frequently asked questions

How far in advance should you organise an expert meeting?: Start planning 6–8 weeks ahead if speakers, catering and a venue are involved. Set the registration deadline about 10 days before the meeting and lock the programme at least 7 days in advance.
When should I confirm speakers for an expert meeting?: Confirm speakers when the date and venue are fixed, preferably 4–6 weeks before the meeting. Request their final presentation files no later than 7 days before the event so you can test them.
How much time do you need to set up an expert meeting?: Allow at least 90 minutes for setup. A meeting with several speakers, presentation equipment, a coffee station and a registration desk can require closer to 2 hours, especially if the room layout is not familiar.
When should I send the reminder for an expert meeting?: Send the reminder 2–3 days before the meeting. Include the route, arrival time and any practical registration information, and use the final participant list to check that no late changes have been missed.

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.