Climate Table planning checklist

A Climate Table brings people together around food, climate questions and guided discussion. The practical work is spread across registrations, dietary requirements, catering, materials, furniture and technical setup. Start with the date, venue and invitations, then confirm numbers before buying food or arranging tables and chairs. Use the final week for printing, shopping and facilitator briefings, and leave setup time on the day for the buffet, name table and discussion equipment.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the program and discussion questions
2 people
Confirm discussion facilitators
Calculate catering quantities
2 people
Check the shopping list
Reserve tables and chairs
Test the equipment
2 people
Prepare name badges
2 people
Print discussion materials
Do the shopping
2 people
Chill drinks
2 people
Wash and cut vegetables
3 people
Prepare dips and dressings
2 people
Set out bread and toppings
2 people
Check the venue
2 people
Set up tables
4 people
Set out chairs
3 people
Set up the buffet and drinks table
3 people
Set up the name table
2 people
Set out discussion materials
2 people
Connect the technical equipment
2 people
Brief the welcome team
2 people

Event

Welcome guests
3 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Open the program
Facilitate discussion tables
6 people
Refill drinks
2 people
Serve snacks
3 people
Open the break and buffet
4 people
Designate diet options
Restock plates and cutlery
2 people
Lead the evening discussion
6 people
Collect action items
2 people
Wrap-up and closing remarks

Aftercare

Pack leftovers safely
3 people
Separate waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Disconnect equipment
2 people
Pack up materials
3 people
Take out the trash
2 people
Return borrowed items
2 people
Follow up with participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 2
Clothes racks

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable glassesqty 100
Coffee cupsqty 70
Cutlery setsqty 80
Serving bowlsqty 12
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Measuring cupsqty 2
Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4

Decorations

Tableclothsqty 8
Name badgesqty 80
Name card holdersqty 8
Reusable menusqty 8

Equipment

Flip chartsqty 6
Flip chart sheetsqty 2
Markersqty 24
Pensqty 40
Portable speaker
Wireless microphone
Cable reelqty 2
Power stripsqty 4

Lighting

LED lampsqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Reusable cleaning clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Confirm registrations and dietary requirements before calculating catering quantities. This gives you a reliable guest count and prevents vegetarian, vegan or allergy-related changes from arriving after the shopping is done.
Prepare the programme and discussion questions before confirming facilitators. Give each facilitator the questions, timing and materials early enough to review them before the event.
Test the portable speaker, wireless microphone, cable reel and power strips at the venue, not just at home. Do this at least one day beforehand so you can replace or rearrange equipment if needed.
Set up the name table before guests arrive, with name badges and holders in an obvious place. A simple welcome team briefing on the day helps people register and find their seats without delaying the opening.
Prepare food in stages rather than leaving everything until the final hour. Wash and cut vegetables, make dips and dressings, and chill drinks beforehand; put bread, spreads and serving bowls out during the final setup.

Frequently asked questions

How far in advance should I organise a Climate Table?: Confirm the date and venue at least 4 to 6 weeks ahead, especially if you need tables, chairs or facilitators. Send invitations as soon as those details are fixed, then use the final 7 days to confirm registrations and dietary requirements.
When should I calculate catering quantities for a Climate Table?: Calculate quantities after the registration deadline or approximately 5 to 7 days before the event. Keep the guest count and dietary requirements together so the shopping list reflects the actual attendance.
What should I prepare the day before a Climate Table?: Test the technology, print discussion materials, prepare name badges, check the shopping list and chill drinks the day before. You can also wash and cut vegetables and prepare dips and dressings if they can be stored safely.
How early should I arrive to set up a Climate Table?: Allow at least 2 hours before guests arrive for tables, chairs, the buffet and drinks table, the name table, discussion materials and technical equipment. Add another 30 minutes if the venue layout or equipment is unfamiliar.

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.