Lecture checklist: what to arrange and when

A lecture runs smoothly when guest registration, speaker preparation, room setup and refreshments are planned as one sequence. Start with invitations and dietary requirements, then confirm the venue and speaker details before preparing the room. On the day, allow time to test the laptop, projector, HDMI connection and wireless microphone—not just to switch them on. This checklist also covers the details people often leave too late, including name badges, attendance lists, coffee service and clear directions for visitors.

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

Send invitations
Process registrations
Collect dietary requirements
Send reminder
Confirm reservation
Send speaker briefing
Check the presentation
Do the shopping
2 people
Chill drinks
Prepare name badges
Print attendance list
Prepare catering
2 people
Open venue
2 people
Check the Venue
2 people
Set up chairs
3 people
Set up tables
2 people
Set up the presentation equipment
2 people
Test microphone
2 people
Set up coffee station
2 people
Set up registration desk
2 people
Lay out name badges
Set up catering
2 people

Event

Welcome visitors
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Host lecture
2 people
Moderate the Q&A
2 people
Refill break drinks
Serve snacks
3 people
Refill drinks
2 people
Host the networking drinks reception
2 people
See off the last visitors
2 people

Aftercare

Switch off equipment
2 people
Collect tableware
2 people
Sort waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Pack up materials
2 people
Lock up the venue
2 people
Return borrowed items

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Speaker table
Registration desk
Stoolsqty 4

Tableware

Coffee cupsqty 90
Water glassesqty 90
Snack plattersqty 90
Forksqty 90
Napkinsqty 200

Equipment

Laptop
Projector
Projection screen
Wireless microphone
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Presentation clicker
Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Waste binsqty 4

Decorations

Name badgesqty 90
Tableclothsqty 8
Direction signsqty 6
Speaker name sign

Kitchen

Coffee potsqty 4
Teapotsqty 2
Serving plattersqty 8
Serving utensilsqty 8
Bottle openersqty 2
Cutting boardsqty 2
Kitchen knivesqty 2

Cleaning

Cleaning bucketsqty 2
Mopsqty 2
Vacuum cleaner
Cleaning clothsqty 8
Toilet brushesqty 2

Catering

Groceries

Tips

Send the invitation early enough to process registrations and dietary requirements before ordering catering. Send a reminder close to the event and use the final registration count to plan seating, snacks and drinks.
Brief the speaker before the event and check the presentation on the actual laptop or with the required HDMI cable. Test every slide, video and clicker before visitors arrive, rather than relying on a last-minute connection.
Open the venue with enough setup time to arrange chairs, tables, the speaker table, registration desk and direction signs. Keep the registration area near the entrance and place the printed attendance list and name badges there.
Allow at least 30 minutes before the start for the microphone, projector and screen check. Test extension cords and power strips safely, and keep a backup plan ready if the presentation equipment fails.
Set up coffee, tea, water and catering before registration begins. Put cups, glasses, napkins, forks and serving utensils where guests can reach them without blocking the entrance or the speaker’s table.

Frequently asked questions

How far in advance should I send lecture invitations?: Send invitations at least 3 to 4 weeks before the lecture so guests have time to register. Close or review registrations several days before the event, then send a reminder with the time, venue and practical directions.
When should I confirm the lecture venue?: Confirm the reservation at least 1 week before the lecture. Recheck opening access, seating, tables, presentation equipment and catering space 1 to 2 days before the event.
How early should I arrive to set up a lecture?: Arrive at least 60 minutes before guests are expected. Reserve the first 30 minutes for furniture and registration setup, then use the remaining time to test the projector, laptop, HDMI cable and wireless microphone.
How much coffee and tea do I need for a lecture?: Plan about 2 cups per person for a short lecture with one break, and keep extra hot water available. Add water glasses and enough cups, napkins and serving utensils for the full registered attendance plus a small buffer.

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.