Lunch lecture checklist: what to arrange and when

A lunch lecture needs more than a speaker and a room. You must manage registrations, dietary requirements, catering, presentation files, seating, coffee, and technical checks on a tight schedule. Start with the venue and speaker, then confirm the program and invitations before ordering food. On the day, allow enough time to set up the registration desk, test the microphone and projector, chill drinks, and put lunch out before participants 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 venue
Confirm the speaker
Finalize the program
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Order catering
Receive the presentation
Check equipment
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
2 people
Set up lunch
2 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up registration desk
Hang up decorations
2 people
Set up the presentation
Test sound system
2 people

Event

Receive participants
2 people
Register attendance
2 people
Serve coffee and tea
2 people
Serve lunch
3 people
Refill drinks
Announce the speaker
Host lecture
Moderate the Q&A
Set up the networking drinks reception
2 people
Serve snacks
2 people
Remove waste regularly
See participants off
2 people

Aftercare

Collect tableware
2 people
Wash dishes
2 people
Dismantle furniture
3 people
Clear away equipment
2 people
Remove decorations
2 people
Clean the venue
3 people
Dispose of waste
2 people
Return materials
Clear remaining stock

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Registration desk
Speaker table

Tableware

Dinner platesqty 60
Coffee cupsqty 60
Water glassesqty 60
Wine glassesqty 60
Knivesqty 60
Forksqty 60
Teaspoonsqty 60
Serving plattersqty 12
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
Wireless microphone
Speakersqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Tableclothsqty 8
Name badgesqty 60
Name badgesqty 60
Pensqty 20
Program flyersqty 60

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mopsqty 2

Catering

Groceries

Tips

Reserve the venue and confirm the speaker first, then finalize the program before sending invitations. This gives you a fixed schedule and enough information for the registration process.
Set a clear registration deadline and collect dietary requirements at the same time. Confirm registrations afterward so your catering order reflects actual attendance rather than early interest.
Ask for the presentation in advance and test the laptop, projector, screen, speakers, wireless microphone, extension cords, and power strips before the room opens. A 30-minute technical check can prevent delays at the start.
Plan the room around the lunch flow: set up tables, chairs, the speaker table, and the registration desk before participants arrive. Keep serving platters and utensils ready so lunch does not depend on last-minute unpacking.
Prepare coffee and tea equipment before opening the venue, and chill drinks early enough to serve them cold. Put out name badges and pens at registration, where they are easy to find when guests enter.

Frequently asked questions

How far in advance should I organize a lunch lecture?: Start booking the venue and confirming the speaker at least 6 to 8 weeks before the event. Send invitations once the program is final, then set a registration deadline about 7 days before the lunch lecture so you can confirm numbers and dietary requirements.
When should I order catering for a lunch lecture?: Place the catering order after the registration deadline, usually 5 to 7 days before the event. Include confirmed attendance, dietary requirements, and a small buffer rather than ordering from initial invitation numbers.
How early should I arrive to set up a lunch lecture?: Allow at least 90 minutes before participants arrive. Use that time to arrange tables and chairs, set up registration, prepare coffee and lunch, check the presentation, and test the sound system and projector.
What equipment do I need for a lunch lecture?: Plan for a laptop, projector, projection screen, speakers, and a wireless microphone, plus extension cords and power strips. Test every item before opening the venue and keep the presentation on the laptop as well as in a backup copy.

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.