Knowledge session checklist: what to arrange and when

A knowledge session depends on more than a good speaker and an interesting programme. You need to lock in the schedule, venue, speakers, registration process, catering, presentations, and room setup in the right order. This checklist covers the practical work from the first planning decisions through the final technical check. It also helps you catch details that are often left until the last minute, such as dietary requirements, name badges, route signs, cables, and printed materials.

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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 schedule and times
2 people
Approach speakers
Confirm speakers
Reserve venue
Finalize catering arrangements
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Confirm registrations
Send practical information
Collect presentations
Check presentations
2 people
Print the run sheet
Print participant list
Prepare name badges
2 people
Compile program brochures
2 people
Make route signs
Set up the presentation room
2 people
Reserve equipment
Check technical list
Collect materials
2 people
Do the shopping
2 people
Chill drinks
2 people
Setting up shelf-stable catering
2 people
Charge equipment
Prepare registration materials
Prepare speaker information

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Hang route signs
2 people
Set up the projection screen
2 people
Connect laptop
Connect the sound system
2 people
Test presentations
2 people
Set up flip charts
Prepare coffee and tea
2 people
Prepare the buffet
3 people
Set up water stations
Welcome speakers
2 people
Brief speakers
Register participants
3 people
Hand out name badges
2 people
Escort participants to the hall
2 people
Handle the opening
Facilitate presentations
2 people
Collect questions from the audience
Serve coffee break
3 people
Refill drinks
2 people
Restock the buffet
2 people
Support the evening program
2 people
Supervise the group assignment
4 people
Pass around the microphones
2 people
Hand out feedback forms
2 people
Handle the closing
See participants off
2 people

Aftercare

Collect tableware
3 people
Separate waste
2 people
Clean up catering
3 people
Switch off equipment
2 people
Dismantle technical equipment
2 people
Clear tables and chairs
4 people
Clean the room
3 people
Check toilets
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Process feedback forms
Send thank-you message
Archive photo and presentation materials

What to bring

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

Furniture

Chairsqty 60
Tablesqty 10
Tableclothqty 10
Clothing rack

Equipment

Projector
Projection screen
Laptop
Presentation clicker
HDMI cableqty 2
HDMI adapterqty 2
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 6
Cable traysqty 6
Flip chartsqty 4
Whiteboard
Wall clock

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee potsqty 4
Water jugsqty 8
Serving plattersqty 8
Serving spoonsqty 8
Serving traysqty 6

Decorations

Name card holdersqty 60
Table number cardsqty 10
Route signsqty 8
Pensqty 60

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Cleaning

Waste binsqty 6
Vacuum cleaner
Mop set

Catering

Groceries

Tips

Set the schedule before contacting speakers or booking the venue. Include arrival, registration, breaks, each presentation, questions, and a clear finish time so speakers and catering can be confirmed against the same plan.
Open registration as soon as the programme and venue are firm, then set a deadline for dietary requirements. Collecting this information at least 7 days before the session gives catering time to adjust rather than improvise.
Ask for presentation files before the event and check them on the actual laptop, projector, screen, HDMI cable, and adapter you will use. Keep a backup copy and test every connection before participants arrive.
Prepare the participant list, name badges, programme brochures, and route signs together. Print the run sheet and participant list no later than the day before, when changes are still easy to make.
Set up the room before the first arrival, including chairs, tables, microphones, flip charts, the whiteboard, water jugs, and coffee service. Put cable trays over walkways and check extension cords and power strips before the technical check.

Frequently asked questions

How far in advance should I invite speakers for a knowledge session?: Approach speakers at least 8 to 12 weeks before the session, especially if they need to travel or prepare a substantial presentation. Confirm each speaker once the schedule and venue are fixed, then request the presentation file no later than 3 to 5 days before the event.
When should registration open for a knowledge session?: Open registration as soon as the date, venue, programme outline, and speakers are confirmed—usually 6 to 8 weeks before the session. Set a registration and dietary-requirements deadline 7 to 10 days before the event so you can confirm numbers and catering.
What technical equipment should I test before a knowledge session?: Test the projector, projection screen, laptop, presentation clicker, HDMI cable, HDMI adapter, speakers, and wireless microphones. Run the full check at least 2 hours before the first participant arrives, with spare extension cords, power strips, and batteries available.
When should I prepare materials for a knowledge session?: Collect presentations and other materials 3 to 5 days before the session, then print the run sheet, participant list, name badges, programme brochures, and route signs the day before. Keep a final digital copy on the event laptop in case a printed page changes.

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.