Lecture checklist: what to arrange and when

A lecture runs smoothly when the speaker, registration process, room, catering, and technical setup are handled in the right order. Start by confirming the date, venue, and speaker, then build the programme and manage registrations. In the final week, collect dietary requirements, receive the presentation, and check the equipment. On the day, allow time for room setup, coffee and tea, registration, and a full microphone and projector test before participants arrive.

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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

Confirm date and location
Confirm the speaker
Prepare the program and schedule
Send invitations
2 people
Process registrations
Collect dietary requirements
Send registration confirmations
Coordinate technical requirements
Receive the presentation
Perform a technical check of the presentation
Order catering
Check supplies
2 people
Do the shopping
2 people
Test the space and equipment
2 people
Print attendance list
Bring materials to the venue
2 people
Ventilate the hall
Set up tables and chairs
3 people
Set up the speaking area
2 people
Set up projector and screen
2 people
Test audio and microphone
2 people
Set up the presentation
Prepare coffee and tea
2 people
Set up registration desk
2 people

Event

Receive participants
3 people
Register attendance
2 people
Open the lecture
Assist the speaker
Refill drinks
2 people
Serve break snacks
2 people
Moderate audience Q&A
Serve light meals
3 people
Collect tableware and waste
2 people
Wrap up the lecture
See visitors out
2 people

Aftercare

Switch off the equipment
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Remove waste
2 people
Clean the hall and kitchen
2 people
Return borrowed materials
2 people
Archive presentation and registration
Send a thank-you message to the speaker

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Tableclothsqty 8
Coat racksqty 2

Tableware

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

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Speakersqty 2
Presentation clicker
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Thermos flasksqty 6
Kettlesqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Serving spoonsqty 4
Coolersqty 2

Decorations

Name badgesqty 60
Directional signsqty 8
Registration board
Flip chart
Flip chart sheetsqty 30
Markersqty 12

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning glovesqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Confirm the speaker’s technical requirements before finalising the programme. Ask for the presentation file several days in advance so you can test it on the event laptop, projector, and screen.
Close registrations early enough to order catering and prepare the attendance list. Collect dietary requirements at registration rather than trying to identify them at the buffet.
Schedule the technical check before doors open, not during registration. Test the HDMI cable, extension cords, power strips, speakers, wireless microphone, and presentation clicker together.
Set up the speaking area and registration desk before preparing coffee and tea. This keeps tables, chairs, name badges, directional signs, and the registration board ready before participants enter.
Bring a printed attendance list and all presentation materials to the venue on the same trip as the equipment. Ventilate the hall and check the room layout before setting up tables and chairs.

Frequently asked questions

How far in advance should I organise a lecture?: Confirm the date, venue, and speaker at least 6 to 8 weeks before the lecture. Send invitations early enough to leave 1 to 2 weeks for registrations and catering numbers.
When should I ask for the lecture presentation?: Ask for the final presentation at least 3 days before the event. Perform a complete technical check before the day, then test the actual setup again when you arrive at the venue.
How much catering do I need for a lecture?: Base the order on confirmed registrations, then add roughly 5 to 10 percent for late changes or extra guests. Collect dietary requirements before placing the order, and prepare coffee and tea shortly before participants arrive.
How early should I arrive to set up a lecture?: Allow at least 90 minutes before participant arrival for a standard lecture. Use that time to arrange furniture, set up the speaking area and registration desk, test the projector and audio, and prepare refreshments.

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