Climate Café organising checklist

A Climate Café needs more than a discussion topic and a few chairs. You need time to confirm the venue, speakers, moderator and presentation equipment, then allow for registrations, dietary requirements and participant reminders. On the day, the reception desk, discussion tables, posters, refreshments and technical setup should be ready before guests arrive. This checklist puts those practical jobs in a workable order so details such as name badges, extension cords and chilled drinks do not get left 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

Set the date and program
2 people
Reserve venue
Book speakers and moderators
2 people
Reserve required equipment
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program online
Send reminder to participants
Send speaker information
Print participant list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check materials
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up the presentation area
2 people
Hang Flip Charts and Posters
2 people
Set out coffee and tea
2 people
Set out snacks and fruit
2 people
Test the equipment
2 people
Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
Guide speakers
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
2 people
Facilitate discussion groups
4 people
Serve dinner
4 people
Collect audience questions
Escort visitors to the closing
2 people
Chill leftovers safely
2 people

Aftercare

Collect tableware
3 people
Sort waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Return equipment
2 people
Return borrowed materials
2 people
Distribute leftover food
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 90
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup bowlsqty 70
Serving spoonsqty 6
Cutting boardsqty 3
Knivesqty 6
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Decorations

Information boardsqty 6
Name badgesqty 80
Tableclothsqty 8
Directional signsqty 10

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and programme before inviting people, then publish the final programme online once speakers and the moderator have confirmed. Send speaker information separately so each contributor knows the timing and format.
Close registration far enough in advance to print the participant list and collect dietary requirements. Use the final numbers to plan snacks, fruit, coffee, tea and soup rather than shopping by guesswork.
Check the room layout before the event: provide tables and chairs for discussion, a reception desk near the entrance, and a separate presentation area. Put up directional signs so late arrivals can find the right room without interrupting the session.
Test the projector, screen, laptop, portable speaker and wireless microphone before participants arrive. Bring extension cords, power strips and charging cables, and check that the equipment can reach the planned presentation area.
Open the venue early enough to chill drinks, prepare snacks, set out cups, glasses and plates, and arrange the coffee and tea station. Keep the participant list and name badges at the staffed registration desk, not packed away with the other materials.

Frequently asked questions

How far in advance should I organise a Climate Café?: Start at least 4–6 weeks before the event. Confirm the venue, programme, speakers and moderator first, then allow time for invitations, registrations, dietary requirements and the online programme.
When should I send Climate Café invitations?: Send invitations once the date, venue and basic programme are confirmed, ideally 3–4 weeks beforehand. Send a reminder 3–5 days before the event with the start time, location and any arrival instructions.
How early should I arrive to set up a Climate Café?: Allow at least 90 minutes before participants arrive. This gives you time to arrange tables and chairs, set up the reception and presentation areas, hang posters, prepare refreshments and test every piece of equipment.
How many refreshments do I need for a Climate Café?: Plan about 2–3 drinks per person for the first hour, including coffee, tea and cold drinks. Add snacks and fruit for everyone, then adjust the shopping list after registration numbers and dietary requirements are known.

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.