What you need for a lecture evening

A lecture evening needs more than chairs and a projector. You will need a clear registration point, enough tableware for refreshments, working presentation equipment and printed materials for attendees. Buy or collect most supplies at least two days ahead, then check the catering, drinks and technology on the day itself. Use your final attendee count to calculate quantities, especially for chairs, water glasses, coffee cups, programs and name badges.

Organize this event for free with Lizzt

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
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Still mineral water - 36 bottles
- Sparkling mineral water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Baguettes - 12 pieces
- Assorted sandwiches - 50 pieces
- Vegetarian sandwiches - 15 pieces
- Vegan sandwiches - 8 pieces
- Gluten-free rolls - 6 pieces
- Butter - 500 grams
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Cucumber - 4 pieces
- Cherry tomatoes - 2 kilos
- Grapes - 3 kilos
- Apples - 60 pieces
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted nuts - 3 bags
- Cookies - 6 packs
- Mini muffins - 60 pieces
- Dark chocolate - 4 bars
- Lemons - 6 pieces
- Napkins - 200 pieces
- Cocktail picks - 1 box
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 2 dispensers
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces

Tips

Plan one chair per registered attendee, plus 5% spare seating if the room allows it. Set out the registration table, name badges and pens before guests arrive so late registrations do not delay the opening.
Prepare two to three drinks per person for the first hour, including water, coffee and tea. Have at least one water glass and access to a water carafe for every four guests.
Print one program and one name badge per registered attendee, plus 10% extra for last-minute changes. Keep spare badges, holders and pens at the registration table.
Check the projector, screen, presentation laptop, wireless microphone, speaker set and clicker at least two hours before the lecture. Pack the correct HDMI cable, adapter kit, extension cords and power strips rather than assuming the venue has them.
Set aside enough serving platters, cake plates, forks and teaspoons for the full catering service, not just the first round. Put tablecloths on the buffet and registration tables before placing food, drinks and printed materials.

Frequently asked questions

How many chairs do I need for a lecture evening?: Plan one chair for every registered attendee and add about 5% spare chairs where possible. For 80 attendees, that means 84 chairs.
How many programs and name badges should I print?: Print one program and one name badge per registered attendee, plus 10% extra. For 50 attendees, prepare 55 of each to cover corrections and late registrations.
How much coffee and water do I need for a lecture evening?: Allow two to three drinks per person during the first hour, then review the remaining schedule and catering. For 60 guests, prepare at least 120 drinks for the opening hour, with water available throughout.
When should I test the lecture equipment?: Test the projector, laptop, microphone, speakers, clicker and connectors at least two hours before guests arrive. Receive the presentation file no later than the day before so you can check its format and display.

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.