Earth Hour organising checklist

Earth Hour works best when the programme, lighting and practical arrangements are prepared as one plan. This checklist takes you from booking a venue and opening registration to setting up tables, signs, equipment and low-energy lighting on the day. Plan for clear directions, safe visibility and enough volunteers to keep activities moving while the main lights are off. Use the full task and supplies lists below to track what still needs an owner, a purchase or a final check.

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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
Compile program
2 people
Develop lighting plan
2 people
Record activities
2 people
Open the registration form
Send invitations
2 people
Inform the neighborhood
2 people
Process registrations
Collect dietary requirements
Assign volunteers
2 people
Confirm speakers
Reserve deliveries
Publish the program
Hang posters
2 people
Check materials
2 people
Make name badges
Print route signs
Finalize shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Set up non-perishable supplies
2 people
Lay Out Clothing and Materials

Event

Open venue
2 people
Set up tables and chairs
4 people
Connect the technical equipment
2 people
Install LED lighting
3 people
Hang up decorations
3 people
Set up info booth
2 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Place information signs
2 people
Brief volunteers
2 people
Welcome visitors
3 people
Announce the program
Serve drinks
3 people
Staff the info desk
2 people
Supervise children's activity
2 people
Lead the sustainability quiz
2 people
Serve snacks
3 people
Refill drinks
2 people
Explain the light challenge
Turn off lights
2 people
Guide Earth Hour
3 people
Turn the Lights Back On
2 people
Wrap up the final program item
See visitors out
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Disconnect equipment
2 people
Clean the venue
4 people
Remove decorations
2 people
Inventory materials
2 people
Return materials
2 people
Store leftover stock
Take out the trash
2 people
Process lost and found items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 60
High tablesqty 2
Waste binsqty 6
Coat racksqty 2

Tableware

Reusable cupsqty 80
Coffee mugsqty 50
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 10

Kitchen

Water jugsqty 6
Thermos flasksqty 6

Equipment

Kettlesqty 3
Coffee machinesqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6

Lighting

LED lanternsqty 12
Battery lightsqty 80
Rechargeable work lightsqty 4
Headlampsqty 10
Spare batteriesqty 24

Decorations

Earth Hour Bannerqty 2
Information boardsqty 8
Tablecloth setsqty 6
Chalkboardsqty 4
Directional signsqty 10

Cleaning

Broomsqty 3
Dustpansqty 3
Cleaning bucketsqty 3
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the programme and lighting plan before publishing the event. Mark which activities need complete darkness, which need LED lanterns or battery lights, and where rechargeable work lights or headlamps are needed for safe movement.
Open registration early enough to process replies and collect dietary requirements before shopping. Confirm speakers and volunteer assignments after registrations give you a realistic headcount.
Tell neighbours before the event and put up posters with the start time, venue entrance and expected lighting changes. Directional signs and an Earth Hour banner are easy to forget until the day of setup.
Check technical equipment before opening the venue, including portable speakers, wireless microphones, extension cords and power strips. Test the setup with the lighting plan rather than assuming everything will work in the dark.
Prepare non-perishable supplies and printed materials in advance, then keep a short setup window for tables, chairs, coat racks, waste bins, refreshments and signs. Pack brooms and dustpans where the closing team can find them, not in a locked storage area.

Frequently asked questions

How far in advance should I organise an Earth Hour event?: Start at least 6 to 8 weeks before the event. Use the first two weeks to reserve the venue, build the programme and confirm the lighting approach; open registration once those details are stable.
When should I send Earth Hour invitations?: Send invitations about 4 weeks before the event, then publish the final programme 7 to 10 days before it starts. This leaves enough time to process registrations, collect dietary requirements and assign volunteers.
How many volunteers do I need for Earth Hour?: Plan on at least 1 volunteer for every 20 to 25 attendees, plus one person responsible for technical equipment and one for the venue opening and closing. Add coverage for registration, refreshments and safe movement if the programme has several activity areas.
What lighting do I need for an Earth Hour event?: Prepare at least two lighting options: low-energy lights for the programme and brighter rechargeable work lights or headlamps for setup, exits and cleanup. Check every battery light, LED lantern and spare battery at least 24 hours before opening the venue.

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.