Energy Cooperative Evening Checklist

An energy cooperative evening needs more than a room and a few speakers. You need a workable programme, reliable registration process, tested presentation equipment, and clear roles for volunteers. Start with the venue and programme, then confirm speakers and open registration before promoting the event. In the final week, check dietary requirements, collect presentations, prepare handouts, and send a reminder so visitors know where to go and what to expect.

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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
Finalize the program
2 people
Confirm speakers
Draft invitations
2 people
Send invitations
Open the registration form
Post promotion online
Reach out to neighborhood organizations
2 people
Process registrations
Collect dietary requirements
Answer visitors' questions
Test the equipment
2 people
Collect presentations
Prepare handouts
2 people
Create floor plan
Assign volunteers
Confirm registrations
Send reminder
Do the shopping
2 people
Prepare snacks
3 people
Print presentation materials
Make name badges
2 people

Event

Hang up the program
2 people
Open venue
2 people
Ventilate room
Set up tables
3 people
Set out chairs
3 people
Set up the reception desk
2 people
Set up equipment
2 people
Load presentations
Test microphones
2 people
Set up lighting
Set up coffee station
2 people
Display snacks
2 people
Set up information tables
3 people
Lay out name badges
Brief volunteers
2 people
Welcome speakers
2 people
Register visitors
3 people
Serve welcome drinks
2 people
Host the opening
Explain the program
Guide the first presentation
2 people
Collect questions from the audience
2 people
Serve coffee break
3 people
Refill drinks
2 people
Facilitate the second presentation
2 people
Support workshop tables
6 people
Hand out worksheets
2 people
Collect results
3 people
Set up the buffet
4 people
Serve the buffet
4 people
Label diet meals
2 people
Refill drinks
2 people
Guide networking talks
3 people
Note action points
2 people
Present closing
Collect follow-up appointments
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect tableware
3 people
Clear away food and drinks
3 people
Sort waste
2 people
Dismantle technical equipment
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean the room
3 people
Check materials
2 people
Lock up the venue
2 people
Send participant email
Reorder presentations
Handle lost and found
Return materials
2 people
Archive registration details

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
High tablesqty 6
Reception desk
Stoolsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Flip chartsqty 6
Whiteboardqty 2
Laser pointerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 2
Small bowlsqty 12
Kitchen towelsqty 8

Decorations

Name badge holdersqty 90
Name badgesqty 100
Tableclothsqty 10
Information boardsqty 8
Directional signsqty 8
Postersqty 12
Plantsqty 10

Lighting

LED lampsqty 8
Mood lightingqty 4
Battery lanternsqty 6

Office

Registration listsqty 6
Pensqty 100
Notepadsqty 100
Worksheetsqty 100
Sticky notesqty 20
Markersqty 24
Paper tapeqty 6
Scissorsqty 6
Clipboardsqty 10

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Cleaning clothsqty 20

Catering

Groceries

Tips

Reserve the venue before confirming the date publicly, and check that it has enough chairs, tables, power points, and space for a reception desk. Plan time to ventilate the room before visitors arrive.
Set the programme before sending invitations. Confirm every speaker, collect their presentations in advance, and allow at least 15 minutes between sessions for questions, movement, and technical changes.
Open registration as soon as invitations go out and review the list at least twice: once to process registrations and dietary requirements, and again before sending the final confirmation.
Test the projector, screen, laptop, HDMI cables, microphones, speakers, and extension cords before the event day. Bring compatible cables and power strips rather than assuming the venue has them.
Prepare refreshments at least two hours before opening. Set out reusable cups, coffee cups, plates, cutlery, serving platters, and tongs, and assign one person to keep coffee and snacks available during the programme.

Frequently asked questions

How far in advance should I organise an energy cooperative evening?: Start planning at least 6 to 8 weeks ahead. Reserve the venue and shape the programme first, then confirm speakers, open registration, and begin promotion.
When should invitations go out for an energy cooperative evening?: Send the first invitations 4 to 6 weeks before the event. Send a reminder 3 to 5 days beforehand with the address, start time, programme, and any practical arrival information.
How many volunteers are needed for an energy cooperative evening?: Plan for at least 3 volunteers for a small evening: one at reception, one handling room and equipment needs, and one supporting refreshments. Add one volunteer for every additional 40 to 50 visitors.
When should I test the equipment for an energy cooperative evening?: Run a full equipment test at least 3 days before the event, including the projector, laptop, HDMI connection, microphones, speakers, and power supply. Test everything again for 30 minutes when the venue opens.

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.