Jubilee symposium checklist

A Jubilee symposium needs more than a programme and a room. You need to coordinate speakers, registration, dietary requirements, printed materials, catering and presentation files before guests arrive. This checklist puts the work in a practical order, from fixing the date and booking the venue to testing the microphones and setting out the registration desk. It also covers the details that are easy to leave until the last day, such as visitor lists, adapters, chilled drinks and room temperature.

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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

Set the date and program
2 people
Reserve the venue and hall
Approach speakers
2 people
Confirm speakers
Design invitations
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send the program to the printer
Prepare name badges
2 people
Confirm registrations
Order catering
Test the equipment
2 people
Collect presentations
Check presentations
2 people
Print the visitor list
Print programs and route maps
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Bring materials to the venue
3 people
Open hall
2 people
Check air and temperature
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out name badges
2 people
Set up the stage table and lectern
2 people
Set up projector and screen
2 people
Connect microphones
2 people
Load presentations onto laptop
Test audio and video
2 people
Hang up signage
2 people
Set out coffee and tea
3 people
Set up the buffet and reception table
3 people
Place name cards for speakers
Briefing for reception team
3 people

Event

Open the doors
2 people
Register visitors
3 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Lead opening speech
Announce the speaker
Present presentations
Manage microphones
Moderate the Q&A
Restock break buffet
3 people
Refill drinks
2 people
Collect tableware
2 people
Guide the afternoon program
Take group photo
2 people
Open the dinner buffet
3 people
Refill the dinner buffet
3 people
Serve diet meals
2 people
Serve drinks at dinner
3 people
Collect tableware and glasses
3 people
Pour anniversary toast
3 people
Lead the toast
Set up the dessert buffet
3 people
Serve dessert and coffee
3 people
See off guests and manage departure
2 people
Collect lost and found items

Aftercare

Switch off the equipment
2 people
Remove decorations
3 people
Clear away food and drinks
3 people
Sort and dispose of waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the room
3 people
Return materials
3 people
Return borrowed equipment
2 people
Cool and store leftovers
2 people
Archive presentations
Send thank-you messages
2 people

What to bring

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

Furniture

Chairsqty 90
Foldable tablesqty 12
Registration desk
Buffet tablesqty 4
Stage table
Lectern
Stoolsqty 4

Tableware

Dinner platesqty 90
Dessert platesqty 90
Coffee cupsqty 90
Water glassesqty 100
Wine glassesqty 100
Coffee spoonsqty 100
Dinner knivesqty 100
Dinner forksqty 100
Serving spoonsqty 16
Serving plattersqty 16

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Microphone stand
Sound speakerqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
HDMI cablesqty 3
USB-C adaptersqty 3
Power banksqty 3
Presentation clicker
Timer for timekeeping

Decorations

Anniversary bannerqty 2
Flower arrangementsqty 6
Tableclothsqty 12
Chair coversqty 20
Name badgesqty 100
Name badge holdersqty 100
Directional signsqty 10
Table number cardsqty 12
LED candlesqty 24
Photo backdrop

Lighting

LED light stringsqty 4
Standing lampsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 6
Food warmersqty 6
Coolersqty 4
Serving traysqty 12
Cutting boardsqty 4
Chef's knifeqty 2
Small bowlsqty 16
Tongsqty 12
Corkscrewqty 2
Bottle openersqty 3
Thermos flasksqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Trash binsqty 6
Waste binsqty 4
Microfiber clothsqty 12
Toilet brushesqty 2

Catering

Groceries

Tips

Open registration as soon as the date, programme and venue are confirmed. Set a clear closing date for registrations so you have time to collect dietary requirements and give the final headcount to the caterer.
Ask speakers for their presentations before the event rather than waiting for them to arrive with a laptop. Check every file on the event laptop and test the projector, screen, clicker, microphones and HDMI or USB-C connections.
Print name badges, programmes, route maps and the visitor list before event day. Keep a small buffer of blank badges and spare printed programmes for late registrations or damaged copies.
Plan the room around the actual programme: allow space for the registration table, buffet tables, podium table, lectern and presentation screen, then arrange chairs and tables without blocking routes.
Do a final venue check when the room opens. Test the air and temperature, confirm the power strips and extension leads reach the equipment, and chill drinks before catering and guests arrive.

Frequently asked questions

How far in advance should I organise a Jubilee symposium?: Start planning at least 12 weeks before the symposium if you need to book a venue, confirm speakers and arrange catering. Send invitations once the date, programme outline and registration process are ready.
When should I send the final guest numbers to the caterer?: Send the confirmed number and dietary requirements 5 to 7 days before the event, or by the caterer’s stated deadline if it is earlier. Keep a separate list of late changes for the registration team.
When should symposium speakers send their presentations?: Request presentations at least 3 days before the symposium and check them no later than the day before. This gives you time to test fonts, videos, aspect ratios and connections on the event laptop.
What AV equipment should I test before a Jubilee symposium?: Test the projector, screen, laptop, microphones, speaker, mixer, clicker and every cable or adapter at least 2 hours before guests arrive. Keep spare HDMI, USB-C and power connections at the registration or technical desk.

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