Lecture planning checklist

A lecture runs smoothly when the room, speaker, registrations and technical setup are prepared in the right order. Start with the venue and speaker, then build the program, invite participants and track registrations. In the final week, confirm dietary requirements, catering and the presentation. On the day, allow time to test microphones, connect the laptop and projector, prepare the registration desk, and welcome both the speaker and attendees.

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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

Reserve the room
Book speaker
Create the program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Coordinate technical setup
2 people
Receive the presentation
Check the presentation
2 people
Order catering
Update participant list
Send reminder
Do the shopping
2 people
Collect materials
2 people
Check the Venue
2 people

Event

Set out furniture
3 people
Set up the registration desk
2 people
Set up the equipment
2 people
Test microphones
2 people
Set up the presentation
Set out coffee and tea
2 people
Welcome the speaker
Register participants
3 people
Welcome participants
2 people
Host lecture
2 people
Refill drinks
2 people
Serve break snacks
2 people
Collect questions from the audience
Set up evening buffet
3 people
Serve the buffet
3 people
Host the networking drinks reception
2 people
See off the speaker

Aftercare

Collect tableware
2 people
Dismantle the technical setup
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Store materials
2 people
Wash dishes
2 people
Return borrowed items
Process expenses
Share the recordings
Send thank-you message

What to bring

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

Furniture

Chairsqty 65
Tablesqty 8
Speaker table
Registration desk
Stoolsqty 4

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Microphone stand
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Flip chart
Flipchart markersqty 4

Lighting

Standing lampsqty 4

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving plattersqty 8
Serving tongsqty 6

Kitchen

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

Decorations

Name badgesqty 70
Tableclothsqty 8
Wayfinding signsqty 4
Pensqty 70

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2
Toilet brushesqty 2

Catering

Groceries

Tips

Book the room and speaker before sending invitations, then allow at least 2 weeks for registrations if attendance is open. Confirm the room layout, seating capacity and access times with the venue.
Ask for dietary requirements when people register, and give the caterer a final participant count 3 to 5 days before the lecture. Keep the updated list available at the registration desk.
Request the presentation at least 48 hours before the event and check it on the same laptop and projector you plan to use. Bring the correct HDMI cable, a presentation clicker and extension cords rather than relying on the venue.
Arrive 90 minutes before the start to set out chairs, tables and the registration desk, prepare coffee and tea, and connect the presentation. Test every microphone from the position where the speaker will use it.
Send a reminder 24 to 48 hours before the lecture with the start time, arrival instructions and any registration details. Keep the speaker’s contact information and the final program with the event materials.

Frequently asked questions

How far in advance should I organize a lecture?: Start booking the room and speaker 6 to 8 weeks before the lecture. Send invitations once the date, location and basic program are confirmed, and leave at least 2 weeks for registrations.
When should I send a lecture reminder?: Send the reminder 24 to 48 hours before the event. Include the arrival time, room details, program and any information participants need for registration or access.
How early should I arrive to set up a lecture?: Allow at least 90 minutes for the venue check, furniture, registration desk, equipment, presentation and refreshments. Add another 30 minutes if the room or audio setup is unfamiliar.
When should I ask for dietary requirements for lecture catering?: Collect dietary requirements during registration, then give the caterer the final list 3 to 5 days before the lecture. Update the participant count before ordering food and drinks.

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.