Energy-Saving Evening Checklist

An energy-saving evening needs more than a talk and a few low-energy lights. You need to coordinate registrations, dietary requirements, speakers, room layout, demonstrations and refreshments in the right order. This checklist helps you prepare the venue, test the projector and microphones, set up energy meters, and welcome visitors without last-minute gaps. Start early with reservations and speaker information, then leave enough time on the day for equipment checks and catering.

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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

Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Print the program
Collect speaker information
Check presentations
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare name badges
2 people
Print worksheets
2 people
Prepare catering
3 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set out chairs
4 people
Set up the presentation area
2 people
Test the equipment
2 people
Set up information tables
3 people
Hang decorations
2 people
Set out coffee and tea
2 people
Set up reception desk
2 people

Event

Welcome visitors
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Handle the opening
Give a presentation on energy saving
2 people
Moderate the Q&A
2 people
Staff information booths
5 people
Lead the energy-saving quiz
2 people
Refill drinks
2 people
Serve snacks
3 people
Set up the buffet
3 people
Serve the buffet
4 people
Restock plates and cutlery
2 people
Lead the energy meter workshop
3 people
Give personal advice
4 people
Answer final questions
2 people
Handle the thank-you and closing
Wave goodbye to visitors
3 people

Aftercare

Collect materials
4 people
Wash dishes
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean rooms
4 people
Lock up the venue
2 people
Return borrowed items
2 people
Store leftovers safely
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 4
Information desk
Clothing rack

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Serving spoonsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Energy metersqty 6
Extension cordsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3

Decorations

Reusable buntingqty 3
Information boardsqty 6
Name badgesqty 80
Tableclothsqty 8

Lighting

LED lampsqty 6
LED light stringsqty 3

Cleaning

Waste bins for waste separationqty 4
Reusable cleaning clothsqty 12
Dishpanqty 2

Catering

Groceries

Tips

Send invitations and process registrations early enough to confirm attendance, dietary requirements and the number of name badges, worksheets, chairs and refreshments you need.
Collect presentation files and speaker details before the event, then test the laptop, projector, screen, speakers and wireless microphones together at the venue rather than checking each item separately.
Set up energy meters, information boards and the presentation area before guests arrive. Keep extension cords secured and visible so demonstrations work without creating a trip hazard.
Prepare coffee, tea, chilled drinks and snacks in advance, but keep serving trays, reusable glasses, cups, plates and cutlery close to the catering area so volunteers do not have to search for them.
Plan a clear opening sequence: open and check the rooms, arrange tables and chairs, staff the reception desk, then welcome visitors. Allow at least 30 minutes between the final setup check and the first arrival.

Frequently asked questions

How far in advance should I plan an energy-saving evening?: Start reservations and invitations at least 4 weeks ahead. Collect registrations and dietary requirements during the first 2 weeks, and confirm speaker information and presentations no later than 7 days before the event.
How long does setup take for an energy-saving evening?: Allow 2 to 3 hours for furniture, information tables, reception, decorations, catering and presentation equipment. Reserve an additional 30 minutes for a complete equipment and room check before guests arrive.
What equipment do I need for an energy-saving evening presentation?: Plan for a laptop, projector, projection screen, speakers and wireless microphones, plus extension cords. If guests will compare energy use, prepare energy meters and test the full setup at least 1 day beforehand.
How much food and drink should I prepare?: Use the confirmed registration count as your base and add about 10% for late arrivals or unexpected guests. Chill drinks and prepare snacks on the day, while coffee, tea, cups and serving equipment should be ready before reception 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.