Use this checklist to plan single-session seminars, guest lectures and speaker series — events built around one presenter and a clear topic rather than a full program of sessions. Seminars are among the most common events at PHHP and among the most repeatable, so the structure you put in place the first time pays off every time the series comes back around. Most of the work is in the speaker logistics and the purchasing that goes with them, so start there.
Phase 1: Before your event
Planning and logistics (1–2 months out)
- Confirm the seminar topic, format and target audience — a department seminar, an invited guest lecture or one installment of a recurring series.
- Confirm the date, time and venue via the EMS room scheduling portal. For a recurring series, book the full semester of dates at once so you are not chasing rooms later.
- Decide whether the seminar will be in person, hybrid or virtual — for hybrid or virtual, also use the Webinars and Hybrid Events checklist.
Speaker coordination (4–6 weeks out)
- Invite your speaker and confirm participation in writing — see AI Prompt Templates for a speaker invitation prompt.
- Clarify speaker logistics early: honorarium, travel reimbursement or both? UF policy generally recommends offering one or the other — confirm the process and amount with your fiscal administrator before you commit.
- Request a speaker bio, headshot and presentation title for promotion and for the introduction.
- Confirm A/V needs with the speaker: slides, microphone, podium, laptop or adapters, and whether the talk will be recorded.
Budget and purchasing (4–6 weeks out)
- Submit a PAR for any honorarium, catering, A/V or supply costs before committing — see the Purchasing and PAR Guide. Honoraria and travel for outside speakers can take extra lead time, so give them a head start.
- Download and complete the Budget Template — even a simple seminar usually has honorarium, light refreshments and printing lines worth tracking.
- If you are serving refreshments, confirm the order and include it on your PAR — see the Vendors and Venues Guide.
Communications and promotion (3-4 weeks out)
- Open registration or set up an RSVP if you need a headcount for seating or catering.
- Send an event announcement to your audience — see AI Prompt Templates or Email Templates. For a guest lecture, lead with the speaker’s name and the draw.
- Send a reminder three to five days out with the location, parking and any pre-reading — see Communication Templates and the Parking and Directions Guide.
Day-of preparation (1-2 weeks out)
- Prepare the speaker introduction and confirm who will deliver it.
- Prepare any printed materials: name badges if needed, signage and handouts.
Phase 2: During your event
Day-of tasks
- Arrive 20 to 30 minutes early to confirm room setup, A/V and refreshments.
- Test the microphone, slides and any recording before attendees arrive.
- Manage sign-in or check-in and distribute any materials.
- Confirm the speaker has water, knows where to stand and has their files loaded and tested.
- Introduce the speaker and frame the seminar for attendees.
- Monitor timing and give the speaker a five-minute warning before the question-and-answer period.
- Facilitate the question-and-answer period — repeat audience questions into the microphone so remote and in-room attendees can hear them.
- If recording, confirm it is running and capturing both the speaker and the slides.
Phase 3: After your event
Immediate follow-up (within 48 hours)
- Send a thank-you to your speaker — see Communication Templates.
- Process the speaker honorarium or travel reimbursement through your fiscal administrator and collect any required receipts.
Wrap-up (within one week)
- Share the recording, slides or resources with attendees if the speaker has granted permission.
- Send a post-event feedback survey — see Post-Event Evaluation Templates.
- Reconcile the budget against actual costs and file your documentation.
- For a recurring series, note what worked and save the speaker’s contact — the next person planning the series shouldn’t have to start from scratch.
Last Reviewed: 7/14/26 | Submit a Revision