Climate meeting checklist: what to arrange and when

A climate meeting needs more than a programme and a room. You have to coordinate speakers, panelists, registration, dietary requirements, technical equipment, safety and clear visitor information. Start with the date, programme and venue, then build in time for invitations, presentations and practical checks. This checklist covers the planning sequence, including details that are often left until the last week, such as name badges, signage, chilled drinks and testing every cable and microphone.

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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
Contact speakers and panelists
2 people
Reserve venue
Book catering
Reserve technical equipment and materials
Check permits and notifications
Develop safety plan
2 people
Publish the program and times
Send invitations
2 people
Open the registration form
Place publicity
2 people
Inform local partners
2 people
Process registrations
2 people
Collect dietary requirements
Answer visitors' questions
2 people
Request presentations
Check presentations
2 people
Prepare name badges
2 people
Print participant list
Print the run sheet
Create the route and signage
2 people
Do the shopping
3 people
Chill drinks
2 people
Sort catering by diet
2 people
Test the equipment
2 people
Send speaker briefing

Event

Open venue
2 people
Check rooms
2 people
Set up tables and chairs
5 people
Set up the podium table and speaking area
3 people
Set up registration desk
2 people
Build the catering buffet
4 people
Prepare coffee and tea
2 people
Set up presentations
2 people
Test microphones and speakers
2 people
Hang up signage
2 people
Set up info stands
4 people
Brief reception team
2 people
Welcome speakers
2 people
Register visitors
4 people
Hand out name badges
2 people
Hand out program brochures
2 people
Guide the opening
2 people
Support presentations
2 people
Collect questions from the audience
2 people
Set up coffee break
3 people
Serve snacks
4 people
Refill drinks
2 people
Keep buffet and tables clean
2 people
Staff info booths
6 people
Serve dinner
5 people
Serve diet meals
2 people
Moderate panel discussion
2 people
Moderate audience questions
2 people
Handle the closing
2 people
Guide visitors on departure
3 people

Aftercare

Clear away final catering
4 people
Wash dishes
3 people
Sort and dispose of waste
3 people
Dismantle tables and chairs
5 people
Pack up equipment safely
2 people
Clean the venue
4 people
Remove signage
2 people
Collect lost and found items
Lock up the venue
2 people
Return materials
2 people
Archive photos and presentations
Send thank-you message
Send missing information

What to bring

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

Furniture

Chairsqty 130
Tablesqty 18
Stage table
Changing room table
Registration deskqty 2
High tablesqty 8
Coat racksqty 4

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Reusable dinner platesqty 140
Reusable cutlery setsqty 140
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Catering

Groceries

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8
Flip chartsqty 4
Flipchart markersqty 24
Laser pointerqty 2
Timerqty 2

Decorations

Name badge holdersqty 140
Name badgesqty 140
Program boardsqty 6
Info boardsqty 12
Tableclothsqty 20
Clipboardsqty 8
Pensqty 160
Notepadsqty 150
Wristbandsqty 150
Route arrowsqty 20
Tapeqty 8
Ropeqty 4
Scissorsqty 6

Kitchen

Coolersqty 8
Thermos flasksqty 10
Food warmersqty 8
Storage binsqty 20
Cutting boardsqty 6
Knivesqty 8
Serving traysqty 12
Bar stoolsqty 4

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8
Cable matsqty 12
Fire extinguishersqty 2

Tips

Set the date only after checking speaker and panelist availability, then allow at least 6–8 weeks for invitations, registration and publicity. Publish the programme and session times as soon as the main contributors are confirmed.
Collect dietary requirements through the registration form and close the list several days before the meeting. Sort catering by diet before delivery so special meals are not lost among the general groceries.
Test the projector, screen, laptop, HDMI cables, adapters, microphones, mixer and speakers in the actual room at least one day before the meeting. Keep extension cords, power strips and charging cables together at the technical desk.
Print the participant list, name badges and run sheet before event day, and create route signage from the entrance to registration, coats, rooms and catering. A visitor should be able to find registration without asking staff.
Chill drinks and check coffee cups, glasses, plates, cutlery, serving platters and coffee or teapots before catering starts. Count seating, tables and coat-rack capacity against the expected registrations rather than the room’s maximum capacity.

Frequently asked questions

How far in advance should I organise a climate meeting?: Allow at least 6–8 weeks for a small or medium-sized meeting. Larger programmes or events requiring permits, several speakers and public registration may need 10–12 weeks so there is time to confirm contributors and review presentations.
When should I open registration for a climate meeting?: Open registration once the date, venue and core programme are confirmed, usually 4–6 weeks before the meeting. Close or review registrations 3–5 days beforehand so you can finalise dietary requirements, seating and name badges.
How long before a climate meeting should I test the equipment?: Do a full room test at least one day before the meeting, including the projector, screen, laptop, HDMI connections, microphones, mixer and speakers. Repeat a short sound and presentation check 60–90 minutes before visitors arrive.
What should I prepare for climate meeting catering?: Confirm final numbers and dietary requirements 3–5 days before the meeting, then separate special meals when catering arrives. Plan drinks for the full programme and make sure reusable cups, glasses, plates, cutlery and serving utensils are ready before registration opens.

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