Lecture checklist: what to arrange and when

A lecture runs smoothly when the speaker, schedule, registrations and room setup are handled in the right order. Start by confirming the date, venue and speaker, then open registration early enough to collect dietary requirements and final numbers. In the final week, secure the presentation file and test the projector, laptop, HDMI adapters, microphone and sound. On the day, allow time to ventilate the room, arrange seating, prepare reception and set up coffee, tea and snacks 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
Set the schedule and times
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Determine catering quantities
2 people
Check reservations
Receive speaker presentation
Test equipment in advance
2 people
Prepare name badges
Do the shopping
2 people
Chill drinks
Open venue
2 people
Ventilate room
Set up tables and chairs
3 people
Set up the presentation table
2 people
Set up projector and screen
2 people
Test microphone and sound
2 people
Set up the coffee and tea station
2 people
Set out snacks
2 people
Set up the reception table
2 people

Event

Receive participants
3 people
Register attendance
2 people
Assist the speaker
Provide technical support for the lecture
Serve coffee and tea
2 people
Serve snacks
2 people
Moderate the Q&A
Refill drinks
Lead the informal after-party
2 people
See off the speaker

Aftercare

Collect waste
2 people
Wash dishes
2 people
Switch off equipment
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Check stock
Return materials
2 people
Handle lost and found

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Presentation table
Reception desk
Stoolsqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapter kit
Wireless microphone
Speakerqty 2
Power stripsqty 3
Extension cordsqty 3

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Pastry forksqty 60
Coffee spoonsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Pitcherqty 2
Serving traysqty 6
Serving tongsqty 4
Coolersqty 2
Bottle openersqty 2

Decorations

Tableclothsqty 8
Name badgesqty 60
Program leafletsqty 60
Pensqty 12
Directional signsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6
Dish brushesqty 2
Floor squeegeesqty 2
Broom and dustpanqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Confirm the speaker and venue before sending invitations. Publish the exact start and finish times, and leave at least 30 minutes before the lecture for registration and seating.
Close registrations or request final confirmations 3–5 days before the lecture. Use that number to calculate catering, print name badges and prepare enough program leaflets.
Ask for the speaker’s presentation at least 48 hours in advance. Test it on the actual laptop and projector, including the HDMI cable, adapter kit and any embedded video or audio.
Schedule room setup at least 90 minutes before doors open. Arrange tables and chairs first, then the presentation table, projection screen, reception desk, microphone and power strips so cables do not cross walkways.
Prepare coffee, tea, drinks and snacks before participants arrive. Chill drinks in advance, fill thermos flasks, and place cups, glasses, plates, pastry forks, spoons and serving tongs at the station.

Frequently asked questions

How far in advance should I organise a lecture?: Confirm the venue and speaker at least 4–6 weeks before the lecture, especially if attendance is expected to be high. Send invitations once the date, location and schedule are fixed.
When should lecture registrations close?: Close registrations or request final confirmations 3–5 days before the event. This gives you time to calculate catering quantities, collect dietary requirements and prepare name badges.
How early should I arrive to set up a lecture?: Arrive at least 90 minutes before participants are expected. That covers room ventilation, seating, reception, coffee and tea, presentation equipment, microphone and a full sound test.
When should I test the projector and microphone for a lecture?: Test all equipment once in the week before the lecture and again during setup on the day. Keep the presentation on the event laptop and check the HDMI cable, adapter, projector, screen and wireless microphone.

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.