Lecture evening checklist: what to arrange and when

A lecture evening depends on a clear programme, reliable presentation equipment, and a smooth arrival process. Start by booking the room and speaker, then open registrations and collect dietary requirements before ordering catering. In the final week, confirm the presentation, print programmes and name badges, and test every cable, microphone and screen. On the day, allow time to set up the registration desk, coffee station, seating and signs before guests arrive.

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
Order catering
Receive the presentation
Test the equipment
2 people
Do the shopping
2 people
Print programs
Make name badges
2 people
Chill drinks
2 people
Open hall
2 people
Set up tables
3 people
Set up chairs
3 people
Connect the technical equipment
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Hang up signage
2 people

Event

Welcome the speaker
Register guests
3 people
Serve coffee and tea
2 people
Guide guests to the hall
2 people
Open the lecture
Support the presentation
Refill drinks
2 people
Serve break snacks
3 people
Moderate the Q&A
Arrange farewell and thank-you
2 people
See off guests
2 people

Aftercare

Collect tableware
3 people
Disconnect equipment
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Check materials
2 people
Return borrowed items
2 people
Process expenses
Send guest thank-you gift

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 3
Presentation clicker
Wireless microphone
Compact speaker

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Thermos flasksqty 6
Kettlesqty 2
Serving traysqty 4
Scissorsqty 2
Serving tongsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Menusqty 8
Wayfinding signsqty 6
Tapeqty 3
Table décorqty 8

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Confirm the room layout at least one week ahead: you will need chairs, tables, a speaker table, coat racks and clear routes to the hall and registration desk.
Ask for dietary requirements when people register, then place the catering order with a final guest count at least 3–5 days before the lecture evening.
Request the speaker’s presentation no later than 24 hours before the event. Test it on the event laptop with the projector, screen, HDMI cable and clicker.
Set up and test the microphone, compact speaker, extension cords and power strips before doors open. Keep a spare HDMI cable and accessible power outlet available if possible.
Plan the arrival period in 15-minute blocks: open the hall, put out name badges and programmes, chill drinks, prepare coffee and snacks, and position wayfinding signs before registration starts.

Frequently asked questions

How far in advance should I plan a lecture evening?: Book the room and speaker at least 6–8 weeks ahead, especially if the evening has a fixed date. Send invitations and open registrations once the programme and venue details are confirmed.
When should I order catering for a lecture evening?: Collect dietary requirements during registration and place the catering order 3–5 days before the event. Confirm the final number of guests again 24 hours beforehand if the caterer allows changes.
How long before a lecture should I test the AV equipment?: Complete a full test at least 60–90 minutes before guests arrive. Check the laptop, presentation, projector, screen, HDMI connection, microphone, speaker, extension cords and power strips.
What should I prepare on the day of a lecture evening?: Allow 90–120 minutes for room setup and checks. Arrange chairs and tables, prepare the registration and coffee stations, put out programmes and name badges, hang signs, and welcome the speaker before doors open.

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.