Circular Economy Evening Checklist

Use this checklist to organise a circular economy evening in the right order, from booking the venue to testing the projector before guests arrive. The plan covers speakers, workshops, registrations, dietary requirements, reusable tableware, drinks, presentation equipment and separate waste collection. Build in time for collecting materials and presentations, because these are often left until the last day. On the evening itself, allow enough time to set up workshop tables, the drop-off point and clear direction signs before opening the venue.

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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
Finalize the program
2 people
Confirm speakers
Collect workshop materials
2 people
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Send reminder
Share speaker information
Collect presentations
Check route and parking
Do the shopping
2 people
Chill drinks
2 people
Sort materials
2 people
Open venue
2 people
Set up tables
4 people
Set out chairs
3 people
Set up the stage area
2 people
Connect the projector
2 people
Test presentations
2 people
Set up workshop tables
3 people
Set up a drop-off point for items
2 people
Set Up Waste Separation
2 people
Prepare coffee and tea
2 people
Set up the reception desk
2 people

Event

Register visitors
3 people
Welcome visitors
2 people
Explain the program
Facilitate presentations
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Lead the workshops
4 people
Set up buffet
3 people
Serve the buffet
3 people
Collect tableware
2 people
Moderate the panel discussion
2 people
Manage the swap table
2 people
Answer final questions
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect materials
3 people
Clear tables and chairs
4 people
Sort waste
3 people
Wash dishes
3 people
Clean the kitchen
2 people
Clean the room
3 people
Switch off equipment
2 people
Lock up the venue
2 people
Return rental items
2 people
Register found items
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 8
Clothes racksqty 2
Waste binsqty 5

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable glassesqty 80
Reusable coffee cupsqty 60
Reusable cutleryqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 3

Equipment

Projector
Projection screen
Portable speaker
Wireless microphonesqty 2
Laptop
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Decorations

Reusable name badgesqty 70
Name card holdersqty 10
Direction signsqty 12
Clipboardsqty 6
Chalkboardsqty 4
Chalk markersqty 8

Workshop materials

Writing suppliesqty 60
Notebooksqty 60
Flip chart sheetsqty 30
Markersqty 24
Scissorsqty 12
Measuring tapeqty 4
Screwdriversqty 8
Pliersqty 8
Sewing kitsqty 6
Glue gunsqty 4
Glue sticksqty 20
Cable tiesqty 100
Repair materialsqty 4

Lighting

LED lampsqty 6
String lightsqty 3

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set a firm deadline for speaker information and presentations at least 3 days before the event. That gives you time to test every file on the laptop and projector instead of discovering a missing format during the programme.
Process registrations as they arrive and close the final dietary-requirements check 48 hours before the evening. Use the confirmed number to plan reusable plates, bowls, glasses, cutlery and coffee cups rather than estimating on the day.
Schedule venue access at least 2 hours before guests arrive. Use that window to arrange tables and chairs, connect extension cords and power strips, test microphones and set up the stage and workshop areas.
Prepare the drop-off point and waste separation before opening the doors, with clearly visible signs and separate bins. Guests need to see where items go immediately; adding labels after the first session usually means sorting becomes inconsistent.
Chill drinks and prepare coffee and tea during the final setup period, not while guests are arriving. Keep hot drinks in thermos flasks and place serving trays, spoons and reusable cups together so one person can refresh the station quickly.

Frequently asked questions

How far in advance should I organise a circular economy evening?: Book the venue and shape the programme at least 6 weeks ahead if speakers and workshops are involved. Send invitations once the date, venue and main programme are confirmed, then send a reminder 3 to 5 days before the event.
How early should I arrive to set up a circular economy evening?: Allow at least 2 hours before doors open for tables, chairs, workshop materials, waste separation and the drop-off point. Add another 30 minutes if you need to connect and test a projector, screen, laptop and wireless microphones.
When should I collect dietary requirements for the event?: Ask for dietary requirements in the registration form and check the list again 48 hours before the evening. Use the final count when shopping and preparing the food and drinks service.
How many reusable cups and glasses do I need?: Plan at least 1 reusable cup or glass per registered guest, plus 10% extra for replacements during the evening. For a group of 40, prepare at least 44 of each type you will serve.

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