LizztLIZZT
enLanguage — English

Lecture planning checklist

A lecture runs smoothly when the programme, guest list, room and technology are prepared in sequence. Confirm the speaker and presentation early, then give attendees clear registration, route and dietary information. In the final days, check every file and cable, prepare name badges and participant lists, and charge the laptop, microphone and clicker. On the day, allow time to open the venue, arrange the seating and test the presentation before guests 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

  • Set the date and program

    2 people

  • Confirm the speaker

  • Request biography and photo

  • Send invitations

    2 people

  • Process registrations

  • Collect dietary requirements

  • Confirm registrations

  • Share the program and route

  • Receive presentation files

  • Check presentation files

    2 people

  • Prepare name badges

  • Print participant list

  • Do the shopping

    2 people

  • Charge equipment

  • Collect materials

    2 people

Event

  • Open venue

    2 people

  • Check the Venue

    2 people

  • Set up chairs

    3 people

  • Set up tables for reception

    2 people

  • Set up the presentation table

    2 people

  • Set up projector and screen

    2 people

  • Connect sound and microphone

    2 people

  • Technically test presentation

    2 people

  • Set out coffee and tea

    2 people

  • Set out filled sandwiches

    2 people

  • Set up the reception table

    2 people

  • Register participants

    3 people

  • Guide visitors to the hall

    2 people

  • Welcome the speaker

  • Open the lecture

  • Host lecture

  • Moderate audience Q&A

  • Refill drinks

    2 people

  • Wrap up the lecture

  • Thank the speaker

  • See visitors out

    2 people

Aftercare

  • Collect tableware

    2 people

  • Switch off equipment

    2 people

  • Clear away chairs and tables

    3 people

  • Collect waste

    2 people

  • Wash dishes

    2 people

  • Clean the room

    2 people

  • Return materials

    2 people

  • Store leftover stock

What to bring

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

Furniture

  • Chairsqty 60
  • Tablesqty 8
  • Speaker table
  • Reception desk

Equipment

  • Laptop
  • Projector
  • Projection screen
  • Microphone
  • Speakerqty 2
  • HDMI cableqty 2
  • HDMI adapterqty 2
  • Extension cordqty 3
  • Power stripqty 3
  • Presentation clicker

Tableware

  • Coffee cupsqty 60
  • Glassesqty 60
  • Platesqty 60
  • Teaspoonsqty 60
  • Serving traysqty 6

Kitchen

  • Coffee makerqty 2
  • Kettleqty 2
  • Thermosqty 4
  • Milk jugqty 3
  • Sugar bowlqty 3
  • Cutting boardqty 2
  • Bread knifeqty 2
  • Serving tongsqty 4

Decorations

  • Tableclothsqty 8
  • Name badgesqty 60
  • Pensqty 20
  • Program flyersqty 70
  • Directional signsqty 6

Lighting

  • Standing lampsqty 2

Cleaning

  • Waste binsqty 4
  • Bucketsqty 2
  • Mopsqty 2
  • Dustpan and brushqty 2
  • Spongesqty 4
  • Dish brushesqty 2

Catering

  • Groceries

Tips

  • Confirm the speaker before sending invitations, and request their biography, photo and presentation file early enough to review the format and test it on the event laptop.
  • Close registration before the final catering order so you can collect dietary requirements and print an accurate participant list. Prepare name badges and pens before the venue opens.
  • Test the projector, screen, microphone, speaker, HDMI cable and any adapter together, not separately. Keep an extension cord and power strip available in case the presentation table is away from a socket.
  • Set up the room in a fixed order: chairs first, then the reception desk and tables, followed by the presentation table, screen and sound equipment. This prevents cables and furniture from blocking the final layout.
  • Plan the reception before guests arrive: set out coffee cups, glasses, plates, teaspoons and serving trays, and prepare the coffee maker, kettle, thermos, milk and sugar. Put filled sandwiches out only when the room is ready so they stay fresh.

Frequently asked questions

How far in advance should I confirm a lecture speaker?
Aim to confirm the speaker at least 4 to 6 weeks before the lecture. Request the biography, photo and programme details immediately, so invitations contain accurate information.
When should I send lecture invitations?
Send invitations around 3 to 4 weeks before the event, with the programme, registration details and route information. Set a registration deadline several days before the lecture so catering and name badges can be finalised.
How early should I arrive to set up a lecture?
Allow at least 90 minutes before attendees arrive for a small lecture. You need time to arrange chairs and tables, prepare reception refreshments, connect the projector and microphone, and run a full presentation test.
How do I prepare technology for a lecture?
Check the presentation file on the actual laptop and projector at least one day beforehand, then repeat the test on site. Bring the HDMI cable, the correct adapter, a clicker, an extension cord and a power strip.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!