Energy Café planning checklist

An Energy Café works best when the practical details are settled before participants arrive. This checklist takes you from booking the venue and confirming speakers to handling registrations, dietary requirements, food, room layout and technical checks. It also covers the details that are easy to leave until the last minute, such as chilled drinks, name badges, presentation testing and a working reception desk. Use the plan to keep preparation in order and give yourself enough time for setup on the day.

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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
Set the program and theme
2 people
Confirm speakers
Design invitation
Send invitations
2 people
Process registrations
Collect dietary requirements
Create final participant list
Print the program
Prepare name badges
2 people
Do the shopping
2 people
Set up non-perishable supplies
Chill drinks
2 people
Prepare soup and bread
3 people
Open venue
2 people
Set up tables
4 people
Set out chairs
3 people
Set up information tables
2 people
Set up coffee station
2 people
Set up buffet
3 people
Hang decorations
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Set up the reception desk
2 people

Event

Welcome visitors
3 people
Serve coffee and tea
2 people
Explain the program
Facilitate presentations
2 people
Refill drinks
2 people
Restock the buffet
2 people
Moderate questions and discussions
2 people
Collect used dishes
2 people
See off the last visitors
2 people
Register attendance
2 people
Hand out name stickers
Hand out information sheets
Refill the coffee maker
Check toilets

Aftercare

Clear away food and drinks
3 people
Disconnect equipment
2 people
Clear tables and chairs
4 people
Separate and dispose of waste
2 people
Wash dishes
3 people
Clean the venue
3 people
Check materials
2 people
Return materials
2 people
Handle lost and found
Keep leftovers refrigerated
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Reception desk
Coat rackqty 2
Waste binsqty 4

Tableware

Coffee mugsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Water jugsqty 8
Soup bowlsqty 70

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 6
Portable speaker

Kitchen

Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Name card holdersqty 10
Information boardsqty 6

Lighting

LED table lampsqty 6

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Close registrations early enough to create a final participant list, print the programme and prepare name badges without rushing. Allow at least one working day for these final materials.
Collect dietary requirements during registration, then check them against the soup, bread and buffet before shopping. Keep a written list at the serving area so no requirement is overlooked.
Set up the coffee station and buffet before visitors arrive, including mugs, glasses, plates, cutlery, serving trays, water jugs and soup bowls. Chill drinks several hours beforehand rather than relying on last-minute cooling.
Test the projector, screen, laptop, HDMI cable, speaker and power connections before the programme starts. Bring extension cords and power strips into the setup check, because missing cable length is a common delay.
Open the venue early enough to arrange tables, chairs, the reception desk, coat rack, information tables and waste bins before welcoming visitors. Keep the final 30 minutes free for room checks, speaker questions and registration materials.

Frequently asked questions

How far in advance should I organise an Energy Café?: Book the venue and set the programme at least 6 to 8 weeks ahead. Confirm speakers and send invitations early enough to leave 1 to 2 weeks for registrations and dietary information.
When should I send invitations for an Energy Café?: Send invitations about 4 weeks before the event when possible. Close or review registrations at least 2 working days before the event so you can produce the final participant list and name badges.
How early should I arrive to set up an Energy Café?: Plan to open the venue 2 to 3 hours before the first visitors arrive. This gives you time to arrange furniture, prepare coffee and food stations, connect equipment and test presentations.
How much food and drink should I prepare for an Energy Café?: Use the final participant list as your basis and add a small buffer rather than shopping from estimates alone. Prepare the soup and bread before opening, chill drinks several hours in advance and check dietary requirements before serving.

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.