Lecture planning checklist from booking to welcome

A lecture runs smoothly when the program, speaker, visitors, room and technology are ready in the right order. This checklist takes you from reserving the venue and booking the speaker to preparing name badges, coffee and the presentation. It also covers details that are easy to leave until the last minute, such as dietary requirements, accessibility, cable safety and the visitor list. Use it to coordinate the preparation and keep the final setup focused on welcoming people and starting on time.

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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 venue
Book speaker
Create the program
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect speaker information
Receive the presentation
Check accessibility
Test the equipment
2 people
Print the visitor list
Prepare name badges
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people

Event

Set up the registration table
2 people
Check room layout
2 people
Set up chairs
3 people
Set up tables
2 people
Connect the technical equipment
2 people
Set up the presentation
Hang decorations
2 people
Set up coffee station
2 people
Set up catering
2 people
Welcome the speaker
Test microphones
2 people
Welcome visitors
3 people
Serve coffee and tea
2 people
Host lecture
2 people
Refill drinks
Serve snacks
2 people
Moderate the Q&A
Wave goodbye to visitors
2 people

Aftercare

Dismantle the technical setup
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Lock up the venue
Return borrowed materials
2 people
Process expenses

What to bring

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

Furniture

Chairsqty 80
Tablesqty 8
Speaker table
Stoolsqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 3
HDMI cableqty 2
Laser pointer

Tableware

Coffee cupsqty 80
Water glassesqty 80
Platesqty 80
Pastry forksqty 80
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 8
Serving tongsqty 4

Decorations

Tableclothsqty 8
Name badge holdersqty 80
Name badgesqty 80
Welcome sign
Cable matsqty 6

Cleaning

Cleaning bucketqty 2
Broomqty 2
Floor squeegee
Dustpan and brushqty 2

Catering

Groceries

Tips

Collect dietary requirements when people register, rather than a few days before the lecture. Use the final list to guide your shopping and catering setup, including snacks, plates and serving utensils.
Ask the speaker for their presentation file before the event and test it on the actual laptop, projector and HDMI cable. Keep the presentation available locally so you are not dependent on an internet connection.
Check the room layout before visitors arrive: place chairs for the audience, a speaker table where needed, and tables for registration, coffee and catering. Leave clear routes and verify accessibility instead of moving furniture after the doors open.
Set up the registration table with the printed visitor list, name badge holders, name badges and a welcome sign. Prepare it before the first arrival so registration does not compete with welcoming the speaker.
Test every technical connection before the lecture, including microphones, speakers, projection and power. Secure extension cords with cable mats and keep spare power strips and cables where the person running the event can reach them.

Frequently asked questions

How far in advance should I book a lecture venue and speaker?: Start at least 6 to 8 weeks before the lecture if you need a specific venue or speaker. This leaves time to confirm the program, invitations, registrations, accessibility and technical requirements.
When should I send invitations for a lecture?: Send invitations about 3 to 4 weeks before the event, with the program, registration details and any access information. Close or review registrations several days beforehand so you can print the visitor list and prepare name badges.
When should I test the lecture equipment?: Test the laptop, projector, screen, microphones, speakers and presentation at least 1 day before the lecture, then repeat a short connection check on the event day. Allow 30 to 60 minutes for the final technical setup.
How much time do I need to set up a lecture?: Plan 60 to 90 minutes for room layout, chairs, tables, registration, coffee, catering, decorations and technical equipment. Add extra time if the presentation or microphone setup is unfamiliar.

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.