Lecture evening checklist: what to arrange and when

A lecture evening depends on more than booking a speaker and putting out chairs. You need a clear programme, a closed attendee list, working presentation equipment and refreshments ready before guests arrive. This checklist takes you from venue booking and invitations through registration, room setup and the final technical test. It also covers details that are easy to leave too late, such as dietary requirements, name badges, presentation files and HDMI adapters.

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

Reserve the room
Book speaker
Compile program
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve equipment
Order catering
2 people
Create floor plan
Close the participant list
Print name badges
Print programs
Do the shopping
2 people
Collect equipment
2 people
Check catering
2 people
Receive the presentation
Test equipment in advance
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the room
2 people
Set up tables
3 people
Set up chairs
3 people
Install equipment
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Hang up signage
2 people

Event

Welcome the speaker
Register participants
3 people
Serve coffee and tea
2 people
Host lecture
2 people
Refill drinks
2 people
Serve the break buffet
3 people
Clear away dishes
2 people
Moderate the Q&A
Arrange evening break
2 people
Track attendance
See off the speaker
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the buffet
2 people
Clean the room
3 people
Collect lost and found items
Return equipment
2 people
Return keys
Store leftovers
2 people
Check venue handover
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Clothing rack
Speaker lectern

Tableware

Coffee cupsqty 60
Water glassesqty 60
Pastry platesqty 60
Forksqty 60
Teaspoonsqty 60
Serving plattersqty 8
Water carafesqty 6

Equipment

Projector
Projection screen
Presentation laptop
Wireless microphone
Speaker set
Presentation clicker
HDMI cableqty 2
HDMI adapter kit
Extension cordsqty 4
Power stripsqty 4
Coffee machinesqty 2
Kettlesqty 2

Decorations

Tableclothsqty 8
Name badge holdersqty 60

Office

Name badgesqty 60
Printed programsqty 60
Pensqty 20
Notepadsqty 60
A4 paper
Tapeqty 2
Markersqty 4
Directional signsqty 8

Cleaning

Waste binsqty 4
Broom
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Close registrations before printing name badges and programmes. Allow at least 2–3 days to check the final attendee list, dietary requirements and any name changes.
Get the speaker’s presentation before the event, ideally 24 hours in advance. Test it on the presentation laptop and check that the HDMI cable and adapter kit match the projector.
Plan the room around the programme, not just the number of guests. Set out the speaker lectern, screen and chairs first, then place the registration table where every attendee passes it on arrival.
Test the wireless microphone, speaker set and projector before guests enter. Allow 30–45 minutes for setup and keep extension cords and power strips accessible rather than hidden under crowded tables.
Prepare catering in two stages: chill drinks and set up cups, glasses and water carafes before arrival, then place snacks and the buffet shortly before the break. Keep serving platters, forks and teaspoons at the food station.

Frequently asked questions

How far in advance should I organise a lecture evening?: Book the venue and speaker at least 4–6 weeks ahead. Send invitations once the programme and registration process are ready, then reserve the final 2–3 days for attendee checks and printing.
When should I close registration for a lecture evening?: Close registration 2–3 days before the event if catering and printed name badges are involved. This gives you time to confirm numbers, collect dietary requirements and print the attendee list and programmes.
How long before a lecture should I test the AV equipment?: Finish the full technical test 30–45 minutes before doors open. Check the projector, presentation laptop, wireless microphone, speaker set, clicker, HDMI connections and power supply with the actual presentation file.
How much seating do I need for a lecture evening?: Set out one chair for each confirmed attendee and keep 5–10% extra chairs available if the room allows. Arrange a clear route to the registration table, buffet and exits rather than filling every available space.

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.