Symposium planning checklist

A symposium depends on many small handoffs: speakers need confirming, presentations must be tested, and catering numbers change as registrations come in. Start with the programme and venue, then work through invitations, registration and speaker information. In the final week, check every presentation, print the run sheet and prepare badges, directions and signage. This checklist gives you the full sequence, including the practical details that are easy to leave until the last minute.

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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

Finalize the program
2 people
Confirm speakers
2 people
Reserve venue
Book catering
Reserve equipment
Draft invitations
2 people
Publish registration form
Send invitations
2 people
Launch campus promotion
2 people
Process registrations
2 people
Collect dietary requirements
Collect speaker information
Request presentations
Publish the program online
Design name badges
Print the run sheet
Create directions
Design signage
Check the registration list
2 people
Print name badges
2 people
Sort badges
2 people
Collect presentations
Test presentations
2 people
Share catering numbers
Do the shopping
3 people
Prepare printed materials
2 people
Chill drinks
2 people

Event

Open venue
2 people
Receive deliveries
2 people
Check the Venue
2 people
Set up chairs
4 people
Set up tables
3 people
Place the stage table
3 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up coffee station
2 people
Hang up signage
2 people
Set up presentations
2 people
Connect the projector
2 people
Test microphones
2 people
Test the lights and sound
2 people
Welcome speakers
2 people
Brief speakers
2 people
Brief the registration team
2 people
Register visitors
4 people
Distribute program
2 people
Serve coffee and tea
3 people
Announce the opening
Guide speakers
2 people
Present presentations
Monitor the schedule
Collect questions from the audience
2 people
Refill drinks
3 people
Provide coffee break
3 people
Collect tableware
2 people
Moderate the panel discussion
2 people
Pass around the microphones
2 people
Set up the dinner buffet
4 people
Refill the dinner buffet
3 people
Serve dinner buffet
4 people
Distribute diet meals
2 people
Set up the networking drinks reception
3 people
Serve snacks
3 people
Announce the farewell
See visitors out
2 people
Switch off equipment
2 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Take down buffet tables
3 people
Clear the hall
4 people
Put tables and chairs back
4 people
Clean surfaces
3 people
Clean the kitchen
3 people
Check toilets
Collect lost property
Inventory materials
2 people
Return equipment
2 people
Return tableware
2 people
Store leftovers
2 people
Dispose of waste
2 people
Send thank-you email
Share presentations
Archive attendance list

What to bring

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

Furniture

Chairsqty 100
Tablesqty 12
Stage table
Stoolsqty 6
Registration deskqty 2
Buffet tablesqty 6
Clothes racksqty 2

Equipment

Projectorqty 2
Projection screenqty 2
Laptopqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
Wireless microphonesqty 4
Microphone standsqty 3
Speakersqty 2
Mixer
Presentation clickerqty 2
Laser pointerqty 2
USB sticksqty 4
Whiteboard
Flip chartqty 2
Flipchart standsqty 2
Flip chart sheetsqty 3
Fansqty 2

Tableware

Coffee cupsqty 100
Water glassesqty 120
Wine glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 6
Teapotsqty 4
Water jugsqty 10
Thermos flasksqty 6

Decorations

Tableclothsqty 12
Stage backdrop
Flower arrangementsqty 8
Name badges for speakersqty 8
Directional signsqty 12
Registration sign
Pen holdersqty 4

Lighting

LED lampsqty 6
Mood lightingqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Ice cube traysqty 4
Cutting boardsqty 4
Chef hatsqty 10
Aluminum foilqty 4
Cling filmqty 4
Measuring cupsqty 2
Scissorsqty 4
Bottle openersqty 4
Corkscrewsqty 3

Cleaning

Waste binsqty 8
Cleaning bucketsqty 4
Floor mopsqty 4
Broom setsqty 3
Vacuum cleaner
Cleaning glovesqty 8

Catering

Groceries

Paper goods

Name badgesqty 120
Program leafletsqty 120
Evaluation formsqty 100
Notepadsqty 100
Ballpoint pensqty 120
Speaker cardsqty 10
Table number cardsqty 12
Presentation signsqty 10
Envelopesqty 20
Tapeqty 6
Double-sided tapeqty 4
Staplersqty 3
Paper clipsqty 4
Markersqty 12
Pensqty 20

Safety

Cable matsqty 12
Non-slip matsqty 6
Flashlightsqty 4
Spare batteriesqty 24
First aid kit

Tips

Confirm the programme and speakers before publishing the registration form. Build in time to collect speaker bios, presentation files and dietary requirements rather than chasing them on the event day.
Reserve the venue and technical equipment early. A symposium may need a projector, screen, laptop, HDMI adapters, power strips, microphones, stands, speakers and a presentation clicker—not just a room with chairs.
Close registration at a defined time and send the final headcount to catering shortly afterwards. Keep a separate count for dietary requirements so the catering order matches the registration data.
Test every presentation on the actual laptop and projector before attendees arrive. Open the files, check fonts and videos, test both HDMI connections and keep copies on at least two USB sticks.
Prepare the registration desk before setup begins. Print and sort badges alphabetically, check the registration list, print the run sheet and place directions and signage where first-time visitors will see them.

Frequently asked questions

How far in advance should I start planning a symposium?: Start at least 8 to 12 weeks before the event. The programme, speakers, venue and technical requirements should be settled before invitations are sent, while catering numbers can be finalised later.
When should I send symposium invitations?: Send invitations as soon as the programme, venue and registration form are ready, ideally 6 to 8 weeks before the symposium. Send a reminder about 1 week before registration closes.
When should I collect dietary requirements for a symposium?: Ask for dietary requirements on the registration form from day one. Review the responses weekly and send the final numbers to catering 3 to 5 days before the event.
How early should presentations be collected and tested?: Request presentations at least 5 working days before the symposium and test them 1 to 2 days beforehand. Recheck the files, connections and presentation order on the event morning.

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.