Climate debate checklist: what to arrange and when

A climate debate needs more than a panel and a room. You need a clear format, confirmed speakers, useful audience questions, reliable sound and a registration process that captures access and dietary needs. Plan the public-facing details early, then leave time to check every presentation, cable and microphone before doors open. This checklist gives you a practical order for arranging the debate, from confirming the venue to printing the run sheet.

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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

Confirm date and location
2 people
Define debate format
3 people
Contact the moderator
Invite panelists
2 people
Contact Reserve Panel Members
Create the program
2 people
Collect debate questions
3 people
Prepare audience questions
2 people
Check permits
Check insurance details
Send invitations
2 people
Publish promotional text
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check accessibility
2 people
Confirm reservations
Order catering
2 people
Test the equipment
2 people
Collect presentations
Check presentations
2 people
Print the run sheet
Prepare name badges
2 people
Create audience form
Design signage
Print Signage
Check the shopping list
2 people
Do the shopping
3 people
Cool catering
2 people
Collect materials
3 people
Clean the venue
3 people
Set up tables
3 people
Set up chairs
3 people
Set up the panel table
2 people
Connect the technical equipment
3 people
Test microphones
2 people
Set up presentations
2 people
Set up registration desk
2 people
Lay out name badges
Prepare coffee and tea
2 people
Set out snacks
3 people
Chill drinks
2 people
Check the safety routes
2 people

Event

Welcome speakers
2 people
Register visitors
4 people
Distribute program
2 people
Handle the opening
2 people
Introduce the panelists
Lead the first debate round
2 people
Collect audience questions
3 people
Refill drinks
2 people
Serve break snacks
3 people
Moderate the second debate round
2 people
Serve dinner
4 people
Moderate the third debate round
2 people
Moderate audience questions
2 people
Refill drinks
2 people
Handle the closing
2 people
See off speakers
2 people

Aftercare

Collect tableware
3 people
Chill leftovers
2 people
Switch off the equipment
2 people
Put furniture back
4 people
Sort waste
3 people
Wash dishes
3 people
Clean the venue
4 people
Pack up materials
3 people
Return borrowed items
2 people
Store leftover groceries
2 people
Archive attendance list
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Panel table
Speaker chairsqty 5
Registration desk
Stoolsqty 4
High tablesqty 4
Coat racksqty 3
Waste binsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Audio mixer
Speakersqty 2
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Timerqty 2
Flip chart
Flipchart markersqty 2
Laser pointer
USB sticksqty 3
Charging cablesqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Teaspoonsqty 120
Serving traysqty 12
Water jugsqty 8

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 3
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving utensilsqty 12
Soup ladlesqty 4
Storage binsqty 12

Decorations

Tableclothsqty 10
Name card holdersqty 5
Poster panelsqty 4
Directional signsqty 12
Sustainability bannersqty 4

Lighting

LED lightsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the debate format before inviting panelists. Decide how many opening statements, moderated rounds and audience questions you can fit into the programme, then give each speaker a clear time limit.
Keep reserve panel members in the plan. Contact them while inviting the main panel, because replacing a speaker two days before the debate can affect the programme, introductions and presentation checks.
Open registration only after checking accessibility and venue capacity. Ask for dietary requirements on the form and set a response deadline at least 5 days before the event so catering numbers can be confirmed.
Test the complete presentation setup at least 2 hours before the audience arrives. Connect the presentation laptop, HDMI adapters, projector, screen, speakers, audio mixer and wireless microphones rather than testing each item separately.
Print the run sheet, name badges and signage before event day. Keep the run sheet at the registration desk and with the moderator, and bring presentations on both a laptop and a USB stick as a backup.

Frequently asked questions

How far in advance should I organise a climate debate?: Start planning at least 8 weeks ahead. Confirm the date, location and debate format first, then allow time for speaker invitations, permits, promotion, registration and equipment testing.
How many panelists should a climate debate have?: For a focused debate, plan for 3 to 5 panelists and one moderator. More than 5 speakers usually leaves too little time for meaningful answers and audience questions unless the event lasts at least 2 hours.
When should I order catering for a climate debate?: Confirm catering quantities 5 to 7 days before the debate, after checking registrations and dietary requirements. Include coffee cups and glasses in the final service count, and allow extra time for delivery and setup.
How early should speakers arrive before a climate debate?: Ask panelists and the moderator to arrive 60 minutes before the start. Use that hour for name badges, briefing, presentation checks, microphone testing and a final review of the running order.

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.