Knowledge Festival checklist: what to arrange and when

A Knowledge Festival has several moving parts: speakers, parallel rooms, registration, presentations, catering and technical equipment. Start with the date, programme and venue, then build the event around confirmed speakers and a working registration process. In the final weeks, collect dietary requirements, presentations and parking details. On the day itself, allow time to check every hall, test the AV equipment and set up registration before participants 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

Set the date and program
2 people
Reserve the venue and rooms
Approach speakers
2 people
Confirm speakers
Collect speaker information
Set up the registration form
Send invitations
2 people
Publish promotional materials
2 people
Process registrations
Collect dietary requirements
Send parking information
Send agenda to speakers
Collect presentations
Check presentations
2 people
Prepare name badges
2 people
Print participant list
Make route and hall signs
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Portion catering
3 people
Open venue
2 people
Check the halls
2 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up coffee station
2 people
Set up presentations
2 people
Test the equipment
2 people
Test microphones
2 people
Set up signage
2 people

Event

Welcome speakers
2 people
Register participants
4 people
Serve welcome drinks
2 people
Guide the opening
2 people
Announce the speakers
Monitor the schedule
Support presentations
2 people
Moderate the Q&A
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Serve diet meals
2 people
Restock the buffet
3 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Host the networking drinks reception
2 people
Guide the farewell and closing
2 people
See off the last visitors
2 people

Aftercare

Catering breakdown
3 people
Switch off equipment
2 people
Collect materials
4 people
Clear tables and chairs
4 people
Sort waste
2 people
Wash dishes
3 people
Clean the rooms
4 people
Clean the restrooms
2 people
Collect lost and found items
Return rental items
2 people
Clean up leftovers
2 people
Send thank-you message
Send out presentations
Check invoices

What to bring

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

Furniture

Tablesqty 18
Chairsqty 180
Registration desk
Buffet tablesqty 6
High tablesqty 12
Speaker chairsqty 6

Equipment

Laptopsqty 3
Screensqty 3
Projectorsqty 3
Projection screensqty 3
HDMI cablesqty 6
HDMI adaptersqty 6
Extension cordsqty 8
Power stripsqty 8
Wireless microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
Clickersqty 3
Power banksqty 4

Tableware

Reusable drinking glassesqty 220
Coffee cupsqty 180
Platesqty 220
Cutlery setsqty 220
Coffee potsqty 8
Teapotsqty 4
Serving plattersqty 18
Serving tongsqty 12
Water jugsqty 12

Kitchen

Coolersqty 6
Thermos flasksqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Storage binsqty 20
Aluminum foilqty 4
Cling filmqty 4

Decorations

Name badgesqty 200
Badge holdersqty 200
Tableclothsqty 24
Program leafletsqty 200
Directional signsqty 20
Speaker name badgesqty 8
Markersqty 12
Pensqty 220
Notepadsqty 200
Flipchart padsqty 6
Tapeqty 8
Ropeqty 2

Cleaning

Waste binsqty 12
Trash bag holdersqty 8
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning cartsqty 2

Catering

Groceries

Tips

Confirm speakers before publishing the full programme. Collect their session titles, biographies, presentation files and technical requirements early enough to check every presentation before event day.
Treat each room as a separate setup. Check the screen, projector, HDMI cable, adapter, clicker, microphone, speakers and power strips in every hall rather than assuming one test covers the whole festival.
Close registration with enough time to prepare name badges and print the participant list. Use the final registration data to check dietary requirements and prepare catering portions.
Send parking information and the agenda before the event, not on the morning itself. Put route and hall signs at every decision point, especially near registration and room entrances.
Set up food and drinks after the room layout is ready. Chill drinks in the coolers, place water jugs and reusable glasses where people can find them, and keep serving platters and tongs with the buffet.

Frequently asked questions

How far in advance should I invite Knowledge Festival speakers?: Approach potential speakers as soon as the date, programme structure and rooms are known, ideally several months before the festival. Confirm each speaker before sending the public programme, then collect their presentation and session information in the final weeks.
When should I collect dietary requirements for a Knowledge Festival?: Ask for dietary requirements in the registration form from the start. Review the responses when registration closes and give the final numbers to whoever is preparing catering several days before the event.
What AV equipment does a Knowledge Festival need in each room?: Plan a laptop, screen or projector, projection screen, HDMI cable, suitable adapter and clicker for each presentation room. Test the microphone, speakers, mixer and power connections in every room before participants arrive.
How early should I open the venue on the day?: Open the venue early enough to check every hall, arrange tables and chairs, set up the registration desk and place signs before the first arrival. Allow at least 60 minutes for setup, and more if several rooms need separate AV checks.

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