Biodiversity Day planning checklist

Biodiversity Day combines talks, hands-on workshops and outdoor activities, so the order of planning matters. Start with invitations and registrations, then lock in speakers, workshops, excursions and any required permits. In the final week, prepare plant materials, nature guides, scavenger hunt cards and signs, and check every equipment need. On the day itself, allow time for tables, tents, information booths, sound equipment and activity stations before participants arrive.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Finalize the program
2 people
Confirm speakers
2 people
Register workshops
2 people
Prepare nature excursion
2 people
Order plant material
Make reservations
2 people
Check permits
Check the weather forecast
Collect materials
3 people
Do the shopping
3 people
Label the materials
2 people
Print info signs
2 people
Print participant lists
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Set up information booths
4 people
Set up plant workshop
3 people
Set up the treasure hunt
3 people
Connect the sound system
2 people
Test the equipment
2 people
Prepare snacks
4 people
Chill drinks
2 people
Set out coffee and tea
2 people
Set up the reception desk
2 people
Prepare first aid kit
Brief volunteers
2 people

Event

Welcome visitors
4 people
Check off registrations
2 people
Explain the program
Handle the opening
2 people
Staff info booths
6 people
Lead the nature excursion
3 people
Lead the plant workshop
3 people
Make birdhouses
4 people
Build an insect hotel
4 people
Supervise children's activities
4 people
Guide the scavenger hunt
3 people
Announce the lecture
Support the lecture
2 people
Moderate the panel discussion
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Check waste streams
2 people
Check toilets
Take photos
Guide visitors to the exit
2 people
Secure the final materials
3 people

Aftercare

Dismantle the stage and equipment
3 people
Take down tents and booths
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste separately
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Care for remaining plants
Thank participants
2 people
Archive photos and files

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 100
High tablesqty 4
Tableclothsqty 12
Waste binsqty 8

Equipment

Battery speakerqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

LED lampsqty 8
String lightsqty 6

Decorations

Info boardsqty 12
Program postersqty 8
Route arrowsqty 20
Name badgesqty 120
Buntingqty 8
Chalkboardsqty 6

Sports equipment

Magnifying glassesqty 20
Binocularsqty 10
Insect potsqty 20
Nature guidesqty 20
Scavenger hunt cardsqty 100
Hand trowelsqty 20
Garden glovesqty 30
Watering canqty 6
Wooden birdhousesqty 20
Insect hotel kitsqty 4

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Serving spoonsqty 12

Tableware

Reusable cupsqty 150
Reusable platesqty 120
Reusable cutleryqty 150
Coffee cupsqty 100
Tea glassesqty 80
Thermos flasksqty 6

Cleaning

Hand broomsqty 4
Litter pickersqty 4
Bucketsqty 4
Mop setsqty 2
Sponge clothsqty 12
Toilet cleaning kitqty 2

Safety

First aid kitsqty 2
Safety vestsqty 12
Barrier tapeqty 4

Catering

Groceries

Tips

Close registrations before you print participant lists and name badges. Use the final attendee count to prepare dietary information, workshop groups and enough materials for each activity.
Confirm speakers and workshop leaders before publishing the final program. Send them the timetable, arrival instructions and any equipment they need at least one week ahead.
Check permits and the weather forecast before committing to the nature excursion, treasure hunt and outdoor plant activities. Prepare a sheltered alternative using the party tents if conditions change.
Label workshop materials in separate groups before setup, including hand trowels, garden gloves, watering cans, insect pots and magnifying glasses. This prevents one popular station from taking supplies from another.
Test the battery speaker, wireless microphones, microphone stands and power connections before participants arrive. Keep power banks, extension cords and LED lamps ready for stations that are distant from the main power point.

Frequently asked questions

How far in advance should I plan Biodiversity Day?: Start at least 6 to 8 weeks ahead if the program includes speakers, workshops, an excursion or permits. Use the final 7 days for materials, signs, participant lists and equipment checks.
When should Biodiversity Day registrations close?: Close registrations 5 to 7 days before the event so you can confirm dietary requirements, assign workshop groups and print accurate participant lists and name badges.
How many materials do I need for Biodiversity Day workshops?: Plan one usable set of tools or equipment per participant at each hands-on station, plus around 10% spare items. Check the final registration count before ordering plant material and preparing insect hotel kits or birdhouses.
What should I do if the weather is bad on Biodiversity Day?: Check the forecast 7 days before the event and again 24 hours beforehand. Move activities under party tents or prepare an indoor alternative for the nature excursion, treasure hunt and plant workshop.

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.