Slide lecture checklist: what to arrange and when

A slide lecture needs more than a speaker and a projector. You need a clear programme, a reliable registration process, and enough time to test the presentation before guests arrive. This checklist takes you from reserving the venue and sending invitations to setting up the room and registration desk. It also covers details that are easy to leave too late, such as collecting dietary requirements, saving presentation files offline, and checking every cable and connection.

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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

Reserve venue
Book speaker
Compile program
Draft invitations
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Coordinate technical setup with the speaker
2 people
Receive presentation files
Send directions
Create final participant list
Check the shopping list
Do the shopping
2 people
Test equipment
2 people
Save the presentation offline
Open venue
2 people
Check rooms
2 people
Set up chairs
3 people
Set up tables
2 people
Set up the stage table
2 people
Set up projector and screen
2 people
Connect the microphone
2 people
Test presentation
2 people
Set up registration desk
2 people
Lay out name badges
Prepare coffee and tea
2 people
Chill drinks
Set out snacks
2 people
Place information signs

Event

Welcome the speaker
Register visitors
3 people
Guide visitors to the hall
2 people
Announce the opening
Host a slide presentation
Serve coffee break
3 people
Refill drinks
2 people
Moderate the Q&A
Restock break snacks
2 people
Deliver the second lecture
Arrange evening break
3 people
Operate technology during the lecture
Lead the final Q&A round
Announce the closing
See visitors out
2 people

Aftercare

Switch off the equipment
2 people
Collect tableware
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean rooms
3 people
Check materials
2 people
Store leftover stock
Return borrowed materials
2 people
Handle lost and found
Send thank-you message

What to bring

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

Furniture

Chairsqty 70
Tablesqty 10
Stage table
Clothing rack

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Microphoneqty 2
Speakersqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
Presentation clicker

Decorations

Name badgesqty 70
Program flyersqty 80
Route signsqty 6
Tableclothsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Ice cube traysqty 2
Tongs and spoonsqty 12

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mop setsqty 2

Lighting

Standing lampsqty 2
Batteriesqty 12

Catering

Groceries

Tips

Book the venue and speaker before drafting invitations, then allow at least 2–3 weeks for registrations if the lecture is open to the public. Confirm the final programme before sending the invitations.
Ask for the speaker’s presentation file no later than 24 hours before the lecture. Save it on the event laptop or another offline device, and test the exact file you will use on the projector.
Plan the technical check before guests arrive, not during registration. Allow at least 30 minutes to test the projector, screen, HDMI cable, microphone, speakers, clicker, extension cords, and power strips together.
Set up the registration desk with the final participant list, name badges, programme flyers, and route signs at least 45 minutes before opening. Keep the list updated after registration confirmations and dietary responses are processed.
Prepare refreshments according to the programme and room layout. Check coffee machines, kettles, thermos flasks, cups, glasses, plates, cutlery, serving trays, coolers, ice, and waste bins before shopping so missing small items do not delay the break.

Frequently asked questions

How far in advance should I organise a slide lecture?: Start at least 4–6 weeks ahead. Reserve the venue and book the speaker first, then allow time for invitations, registrations, dietary requirements, the final programme, and technical coordination.
When should I send invitations for a slide lecture?: Send them 2–3 weeks before the event when possible. Set a registration deadline about 5–7 days before the lecture so you can confirm attendance and produce the final participant list.
How long before a slide lecture should I test the equipment?: Complete a full equipment test at least 30 minutes before doors open, and do a separate file check the day before. Test the projector, presentation, microphone, speakers, clicker, and all power and HDMI connections.
What should I do on the day of a slide lecture?: Open the venue 60–90 minutes before the start time. Check the rooms, arrange chairs and tables, set up the stage table and AV equipment, place the registration materials, and run the presentation once before welcoming participants.

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