Photo lecture checklist: from planning to welcome

A photo lecture depends on more than a confirmed speaker and a projector. You need a clear programme, a suitable room, working presentation equipment, refreshments and a registration point that is ready before the first guest arrives. This checklist puts the work in a practical order, from setting the date and processing registrations to testing the microphone and welcoming the speaker. Use it to avoid late equipment checks, missing dietary information and a coffee station that is not ready when doors open.

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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

Set the date and program
2 people
Confirm the speaker
Reserve the venue and hall
Send invitations
2 people
Process registrations
Collect dietary requirements
Order catering
Check equipment
2 people
Receive presentation files
Share the program and route
Do the shopping
2 people
Prepare name badges
2 people
Print participant list
Chill drinks
2 people
Open and ventilate the room
2 people
Set up tables and chairs
4 people
Set up the presentation table
2 people
Set up projector and screen
2 people
Connect the laptop and presentation
2 people
Test microphone and sound
2 people
Set up coffee station
2 people
Set up catering
3 people
Set up entrance and registration
2 people

Event

Welcome the speaker
Register visitors
3 people
Serve coffee and tea
2 people
Announce the lecture
Guide presentation
Refill drinks
2 people
Serve break snacks
2 people
Moderate the Q&A
Set up evening buffet
3 people
Serve the evening buffet
3 people
Lead the informal photo review
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
3 people
Switch off equipment
2 people
Clear the hall
4 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
2 people
Return borrowed items
2 people
Archive presentation files

What to bring

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

Furniture

Chairsqty 55
Tablesqty 8
Registration desk
Presentation table
Buffet tablesqty 3
Stoolsqty 6

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
HDMI adapterqty 2
Wireless microphone
Speakerqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 6

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 60
Sugar bowlsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Pensqty 12
Program flyersqty 60
Photo prints for exhibitionqty 20
Photo framesqty 20
Photo holdersqty 20

Lighting

Table lampsqty 4
String lightsqty 3

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6
Cleaning clothsqty 12
Dish brushesqty 3
Hand soap dispensersqty 3

Catering

Groceries

Tips

Confirm the speaker before publishing the invitation, then request the presentation files early enough to test the actual laptop, HDMI cable and adapter you will use on the day.
Set a registration deadline several days before the lecture. That gives you time to print the participant list, prepare name badges and pass dietary requirements to the caterer.
Plan the room setup around the presentation: place the screen where every chair has a clear view, keep the presentation table close to power, and tape down extension cords before guests arrive.
Run a complete AV test before opening the doors. Check the projector, laptop connection, microphone, speakers and presentation files in sequence rather than testing only that each item switches on.
Start drinks and catering setup before registration begins. Chill drinks in advance, fill thermos flasks, and place cups, glasses, plates, cutlery, serving spoons and coffee spoons where guests can reach them without crossing the entrance queue.

Frequently asked questions

How early should I plan a photo lecture?: Set the date, programme, speaker and venue at least 4 to 6 weeks before the lecture. Send invitations as soon as those details are confirmed, then use the final few days for registrations, catering numbers and room checks.
When should I test the projector and microphone for a photo lecture?: Test the complete setup on the day of the lecture, at least 60 minutes before guests arrive. If possible, test the speaker’s presentation files once beforehand as well, including the HDMI connection and any adapter.
How many drinks do I need for a photo lecture?: For the first hour, plan on 2 to 3 drinks per person, including coffee, tea and cold drinks. Add extra water for the speaker and keep a small reserve for guests who stay after the programme.
When should I order catering for a photo lecture?: Order catering after registrations close and dietary requirements are collected, usually 3 to 5 days before the lecture. Keep a few extra portions available if the venue allows, especially when attendance can change at short notice.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.