Climate evening checklist: what to arrange and when

A climate evening needs more than a good programme. You need to confirm speakers, prepare workshops, manage registrations, test every presentation and organise food for different dietary requirements. This checklist puts those jobs in a workable order, from choosing the theme and booking the room to printing the run sheet and cooling the drinks. Use it to keep the evening practical for attendees, facilitators and the team running the event.

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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 program and theme
2 people
Contact speakers and workshop facilitators
2 people
Confirm speakers final
Reserve the space and room layout
Check permits and notifications
Design invitations
Publish registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
3 people
Process registrations
Collect dietary requirements
Map out transport needs
Send program to attendees
Collect speaker information
Collect presentations and videos
Technically test presentations
2 people
Prepare workshop materials
2 people
Prepare name badges
Print attendance list
Print the run sheet
Order catering
Do the shopping
3 people
Pack diet meals separately
2 people
Chill drinks
2 people
Check equipment and cables
2 people
Put presentations on USB stick
Clean the venue and toilets
3 people
Set up tables and chairs
4 people
Set up reception desk
2 people
Set up workshop tables
3 people
Set up projector and screen
2 people
Connect the microphone and speaker
2 people
Set up lighting
2 people
Place information signs
2 people
Hang up decorations
2 people
Display information materials
2 people
Lay out name badges
Prepare coffee and tea
2 people
Set out snacks
3 people
Set up waste stations
2 people
Check safe walking routes
2 people

Event

Welcome speakers
2 people
Register participants
3 people
Serve welcome drinks
2 people
Deliver the opening presentation
2 people
Guide speakers
Operate technical equipment during presentations
2 people
Collect questions from the audience
Set up coffee break
3 people
Refill drinks
2 people
Serve snacks
3 people
Convert the workshop rooms
4 people
Distribute workshop materials
3 people
Lead the workshops
6 people
Serve vegetarian meal
5 people
Sort waste along the way
2 people
Lead the closing interview
2 people
Hand out farewell and feedback cards
2 people
See visitors out
2 people

Aftercare

Dismantle furniture
4 people
Disconnect and pack up equipment
2 people
Wash dishes
3 people
Clean the venue
4 people
Take out the trash
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Foldable tablesqty 4
Tableclothsqty 10
Stoolsqty 8
Coat racksqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 6
Presentation clicker
USB sticksqty 3
Rechargeable batteriesqty 12

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Teaspoonsqty 60
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 10
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Mixing bowlsqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Ice cube traysqty 6

Decorations

Climate postersqty 12
Paper garlandsqty 8
Table décorqty 10
Name badgesqty 100
Information boardsqty 8
Whiteboardqty 2
Flip chartsqty 3
Flip chart paperqty 6
Markersqty 24

Lighting

LED string lightsqty 6
LED table lampsqty 8
Flashlightsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Glovesqty 12

Catering

Groceries

Tips

Set the programme and theme before opening registration. Confirm speakers and workshop facilitators first, then publish the registration form with the session times and any transport information people need.
Close registration early enough to act on the numbers. Collect dietary requirements before ordering catering, and keep separate meals clearly packed so they are easy to find when guests arrive.
Test presentations and videos on the actual laptop, projector and HDMI cables at least one day before the event. Open every file, check sound through the speakers and keep copies on two USB sticks.
Prepare the room around the programme rather than moving furniture during the evening. Allow time for the workshop tables, chairs, projector screen, microphones, power strips and extension cords to be set up and tested.
Print the attendance list and run sheet before event day, and prepare name badges in advance. Chill drinks several hours before doors open; reusable cups, coffee cups, plates and cutlery are often forgotten until catering arrives.

Frequently asked questions

How far in advance should I organise a climate evening?: Start planning at least 6–8 weeks ahead. That gives you time to book the space, confirm speakers, publish registration, promote the evening and order catering from reliable attendance numbers.
When should speakers confirm their presentations?: Ask for final presentations and videos no later than 5–7 days before the event. Test each file on the event laptop and projector at least 24 hours before guests arrive.
When should I close registration for a climate evening?: Close registration about 3–5 days before the evening if catering quantities depend on attendance. Use the final list to collect dietary requirements, plan transport needs and print name badges and the attendance list.
How much time do I need to set up the room?: Allow at least 2 hours before doors open for the room layout, workshop materials, projector, microphones, speakers and catering area. Add another 30 minutes if the room needs a different table or seating arrangement.

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.