Climate lecture checklist: what to arrange and when

A climate lecture depends on more than booking a speaker and putting out chairs. You need a clear programme, a reliable registration process, working presentation equipment and practical information for attendees. This checklist covers the work from reserving the venue through setting up the registration desk and stage table on the day. Use it to keep deadlines visible and prevent common last-minute problems, such as missing dietary information, an untested HDMI cable or a speaker who has not received the final programme.

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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
Book speaker
Create the program
Design invitation
Create a registration form
Send invitations
2 people
Publish promotion
Process registrations
Collect dietary requirements
Confirm registrations
Inform speaker
Receive the presentation
Test the equipment
2 people
Order catering
Send route information
Print name badges
Print program
Do the shopping
2 people
Set out presentation materials
Pick up venue keys
Check the venue
2 people
Set up chairs
3 people
Set up tables
2 people
Set up registration desk
Set up the stage table
Connect the projector
2 people
Set up projection screen
2 people
Test microphone
2 people
Set up lighting
Set up the presentation
Set up coffee station
2 people
Set up the buffet
2 people
Chill drinks
Prepare snacks
3 people
Lay out name badges
Display information materials
2 people
Check toilets
Signpost the entrance
Brief reception team
3 people

Event

Welcome visitors
3 people
Register attendance
2 people
Serve coffee and tea
3 people
Welcome the speaker
Announce the opening
Run the presentation
Manage microphone
Collect questions from the audience
Serve break drinks
3 people
Refill snacks
2 people
Refill drinks
2 people
Moderate the discussion
2 people
Check the sound level
Open the evening buffet
2 people
Refill buffet
2 people
Serve diet meals
2 people
Refill coffee and tea
2 people
Replenish informational materials
Facilitate the debrief
2 people
Wave goodbye to visitors
2 people

Aftercare

Pack leftovers safely
2 people
Collect tableware
3 people
Separate waste
2 people
Clear tables and chairs
3 people
Switch off the equipment
2 people
Wash dishes
2 people
Clean the room
3 people
Clean the restrooms
Pack up materials
2 people
Lock up the venue
Return borrowed items
2 people
Clear away leftover catering
2 people
Archive presentation materials
Send thank-you message

What to bring

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

Furniture

Chairsqty 90
Tablesqty 8
Stage table
Registration desk

Tableware

Reusable coffee cupsqty 80
Reusable glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Coffee potsqty 4
Teapotsqty 3
Serving traysqty 8

Kitchen

Serving spoonsqty 8
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 4

Equipment

Projector
Projection screen
Wireless microphoneqty 2
Speakersqty 2
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Decorations

Tableclothqty 8
Name badgesqty 90
Name badge holdersqty 90
Information boardsqty 6
Flip chart
Flip chart sheetsqty 30
Markersqty 12
Pensqty 100
Notepadsqty 100

Lighting

LED table lampsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopqty 2
Cleaning bucketsqty 2
Microfiber clothsqty 12

Catering

Thermos dispensersqty 4
Water dispensersqty 2
Buffet traysqty 8
Ice packsqty 16
Groceries

Tips

Book the venue and speaker before publishing the invitation. Then allow time to create the programme, open registration and send route information before the event.
Close registration early enough to process names and dietary requirements. Confirm registrations after checking the final attendee list, rather than relying only on the original sign-up form.
Ask the speaker for the presentation before the event and test it on the actual laptop, projector, projection screen and HDMI cable. Do not wait until the audience is arriving to discover a missing adapter or power strip.
Plan the room layout before collecting the venue keys. Mark where the chairs, tables, registration desk and stage table will go, and check that extension cords will not create a trip hazard.
Prepare printed name badges and programmes before setup starts. Keep reusable coffee cups, glasses, plates and cutlery together with the coffee pots, teapots and serving trays so catering can be arranged quickly.

Frequently asked questions

How far in advance should I organise a climate lecture?: Start reserving the venue and booking the speaker several weeks before the lecture. Set the registration closing date early enough to confirm attendees, collect dietary requirements and place the catering order before the final week.
When should I send invitations for a climate lecture?: Send invitations once the venue, speaker and basic programme are confirmed. Keep registration open for a defined period, then send route information and registration confirmations after the attendee list has been checked.
What equipment do I need for a climate lecture?: Plan for a laptop, projector, projection screen, wireless microphone and speakers, plus an HDMI cable, extension cords and power strips. Test every connection before the event and keep power banks available for devices that need charging.
What should I do on the day of the climate lecture?: Pick up the venue keys, check the room and set up the chairs, tables, registration desk and stage table before attendees arrive. Allow enough time for the equipment test, printed materials, name badges and catering setup rather than leaving these tasks for the final minutes.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.