Energy challenge checklist: what to arrange and when

An energy challenge needs more than a quiz and a few bicycles. You need a clear programme, a workable room layout, tested equipment and enough time for registration, demonstrations and practical challenges. This checklist takes you from choosing the date and confirming facilitators to setting up tables, tents, displays and refreshments on the day. It also highlights details that are easy to leave until the last minute, such as dietary requirements, charged equipment and working power connections.

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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
Check permits and notifications
Confirm speakers and facilitators
2 people
Confirm reservations
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Publish the program online
Prepare registration forms
2 people
Create an energy quiz
2 people
Check workshop materials
2 people
Demonstrate energy consumption
2 people
Purchase prizes for the challenge
Check the shopping list
2 people
Do the shopping
2 people
Bring materials to the venue
3 people
Chill drinks
2 people
Wash fruit and vegetables
2 people
Prepare snacks
3 people
Test presentations and quiz
2 people
Charge equipment

Event

Open venue
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up registration desk
2 people
Set up info stands
4 people
Set up workshop tables
3 people
Set up the energy experiments
3 people
Test sound system
2 people
Connect lighting
2 people
Set up the catering buffet
3 people
Set up waste stations
2 people
Give volunteer briefing
3 people
Receive participants
4 people
Register participants
3 people
Deliver the welcome speech
Explain the challenge tasks
2 people
Lead the energy quiz
2 people
Guide the energy experiments
4 people
Lead the workshops
4 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste separately
2 people
Give energy advice
3 people
Lead the break activity
2 people
Serve a sustainable meal
4 people
Restock plates and cutlery
2 people
Provide music
Supervise the final task
3 people
Collect challenge points
2 people
Determine the winners
3 people
Present prizes
2 people
Deliver the thank-you speech
See participants off
3 people

Aftercare

Clear away food and drinks
3 people
Switch off equipment
2 people
Wash dishes
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the venue
3 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Share photos and results
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 100
Beer tablesqty 4
Buffet tablesqty 4
Tableclothsqty 12
Stoolsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Energy metersqty 6
USB chargersqty 6
Power banksqty 4

Lighting

LED string lightsqty 6
LED lightsqty 10
Rechargeable lampsqty 6

Sports equipment

Bike-powered generatorqty 2
Pedal kartsqty 2
Stopwatchesqty 4
Conesqty 20
Assignment cardsqty 100
Scoreboardsqty 6
Markersqty 20

Tableware

Reusable drinking glassesqty 120
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 80
Tea glassesqty 60

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Thermometerqty 2

Decorations

Info boardsqty 12
Directional signsqty 10
Name badgesqty 120
Chalkboardsqty 6
Pen setsqty 10
Buntingqty 6
Prize trophiesqty 6

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Litter pickersqty 2
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 3
Hand broomsqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the programme before sending invitations. Allow time for registration, the energy quiz, the consumption demonstration and the physical challenge, then add at least 30 minutes for arrival and transitions.
Test every presentation, quiz and energy meter at the venue or with the exact equipment at least 2 days beforehand. Check the projector, screen, speakers, microphone, extension cords and power strips together rather than separately.
Plan the power layout before setting up the room. Keep cables away from walking and cycling routes, and charge the laptop, USB chargers, power banks and other equipment the night before.
Close registration 3 to 5 days before the event if possible, so you can prepare name lists, assignment cards, scoreboards, prizes, seating and food for the final number of participants.
Prepare drinks and snacks on the day, but wash fruit and vegetables and chill drinks early enough to serve them at the first break. Use reusable glasses, plates and cutlery so the serving area is ready before guests arrive.

Frequently asked questions

How far in advance should I organise an energy challenge?: Start planning at least 6 to 8 weeks ahead. Confirm the date, venue, programme, facilitators and any permits first; send invitations once those details are stable.
What equipment do I need for an energy challenge?: Allow for a laptop, projector, screen, speakers, microphone, energy meters and safe power distribution. For the practical section, plan the bike-powered generator, pedal karts, stopwatches, cones, assignment cards and scoreboards.
When should I test the energy quiz and presentations?: Run a complete test at least 2 days before the challenge, using the same laptop, projector and sound equipment. Test the quiz links or forms, presentation files, microphone and every energy meter as well.
When should I finalise food and participant numbers?: Aim to close sign-ups 3 to 5 days before the event. Collect dietary requirements at registration, then shop and prepare snacks for the confirmed number rather than estimating on the morning.

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.