Day of Sustainability planning checklist

A Day of Sustainability needs more than a programme and a few recycling bins. You need to coordinate workshops, registrations, dietary requirements, volunteers, catering, room layout and an outdoor route. Start with the date and venue, then work towards the practical checks that are easy to leave until the last minute. This checklist covers the full run-up, including reusable tableware, power supplies, presentations, fresh food and waste signage.

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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
Determine venue and room layout
2 people
Book activities and workshops
2 people
Send invitations
2 people
Publish event online
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Check workshop materials
2 people
Determine waste streams
2 people
Calculate catering quantities
2 people
Take inventory of supplies
2 people
Reserve tables and chairs
Arrange cool boxes and thermoses
Arrange trash bins and signage
Check Power Outlets and Extension Cords
2 people
Collect presentations and quiz questions
2 people
Determine the route for the outdoor activity
2 people
Check the weather forecast
Print participant list
Do the shopping
3 people
Check fresh produce
2 people
Wash fruits and vegetables
2 people
Set out bread and toppings
2 people
Prepare salads and dips
3 people
Portion snacks
2 people
Make name tags and badges
2 people
Print program and route maps
Bundle materials per workshop
3 people
Charge phones and power banks
Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Set up information stands
3 people
Set up workshop tables
4 people
Hang decorations
2 people
Set up signage
2 people
Set up waste sorting points
2 people
Test sound equipment
2 people
Set up presentations
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Set up buffet
3 people
Lay out crockery and cutlery
2 people
Brief volunteers
2 people
Set up the registration table
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
4 people
Register sign-ups
2 people
Explain the program
Handle the opening
2 people
Give sustainability presentation
2 people
Lead the composting workshop
2 people
Supervise the reuse workshop
2 people
Supervise children's activity
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check waste streams
2 people
Clean break tables
2 people
Supervise outdoor activity
3 people
Moderate the panel discussion
3 people
Restock the buffet
3 people
Serve dinner
4 people
Collect tableware
3 people
Host the quiz
2 people
Hand out prizes
2 people
Handle the closing
2 people
Wave goodbye to visitors
3 people

Aftercare

Carry out the first waste round
2 people
Clear the buffet
3 people
Wash dishes
3 people
Switch off equipment
2 people
Collect workshop materials
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Take waste to the collection point
2 people
Clean the venue
4 people
Return materials
2 people
Check refrigerated products
Distribute leftover food
2 people
Dispose of waste and recycling
2 people
Do final venue inspection
2 people
Send participant message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 4
Registration desk
Buffet tablesqty 3
Workshop tablesqty 5
Stoolsqty 12
Tableclothsqty 12
Party tentsqty 2

Tableware

Reusable cupsqty 150
Reusable platesqty 130
Reusable cutleryqty 150
Coffee cupsqty 80
Tea glassesqty 60
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Water jugsqty 8
Thermos flasksqty 6
Washing-up bowlsqty 3

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Speakersqty 2
Projector
Projection screen
Laptop
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 30
Laptops for workshopsqty 4
Stopwatchesqty 3

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Ice packsqty 16
Food containersqty 12
Aluminum foilqty 2
Reusable cling filmqty 4

Decorations

Reusable buntingqty 8
Chalkboardsqty 8
Chalk markersqty 12
Name badgesqty 120
Table décorqty 12
Information boardsqty 10
Directional arrowsqty 12
Standsqty 10
Sticky notesqty 10
Clipboardsqty 6
Tapeqty 6
Ropeqty 3

Sports equipment

Work glovesqty 20
Litter pickersqty 10
Bucketsqty 8
Knee padsqty 10
Plant potsqty 30
Garden shovelsqty 12
Watering canqty 4
Compost binsqty 3
Craft matsqty 6
Apronsqty 12

Cleaning

Waste binsqty 10
Waste sorting binsqty 5
Litter pickersqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the programme and venue layout before inviting people. Workshop tables, buffet tables, a registration desk and presentation equipment all compete for floor space, so map the room before you reserve furniture.
Set a registration deadline that gives you time to process names and dietary requirements. Use the final participant list to calculate catering quantities, prepare name checks and brief volunteers.
Check every workshop at least one week before the event. Confirm that materials, presentations, quiz questions, a laptop, projector, screen, microphones and speakers are available and compatible.
Plan the sustainability setup as a system, not just a collection of bins. Decide the waste streams, label each bin clearly, and place reusable cups, plates, cutlery, washing-up bowls and water jugs where people can find them.
Complete the food and weather checks on the final day. Check the forecast for the outdoor route, inspect fresh produce, wash fruit and vegetables, and prepare salads, dips, bread and toppings close enough to serving time to keep them fresh.

Frequently asked questions

How far in advance should I plan a Day of Sustainability?: Set the date and venue at least 8 to 12 weeks ahead, especially if you need workshops, speakers or outdoor activities. Use the final 7 days for confirmations, shopping, equipment checks and volunteer instructions.
How much food and drink do I need for a sustainability event?: Base quantities on the confirmed participant list, not the number of invitations. For drinks, plan roughly 2 to 3 servings per person for the first hour, then adjust for the event length, weather and whether coffee, tea and water are continuously available.
When should I collect dietary requirements?: Ask for dietary requirements when people register and close the request at least 7 days before the event. Recheck the final list before shopping and label buffet dishes so volunteers can answer questions quickly.
What should I check before an outdoor sustainability activity?: Confirm the route and check the weather forecast 24 hours before the event. Have a clear alternative or postponement decision ready, and check outdoor shelter, drinking water, power and volunteer coverage before participants arrive.

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