Environment Night organising checklist

An Environment Night needs more than a programme and a room. You need to line up speakers and workshop leaders, open registration early, prepare presentation equipment and make food and waste arrangements that match the event. Use this checklist to work backwards from the event date, then confirm each detail before opening the venue. Pay particular attention to dietary requirements, reusable tableware, workshop materials and the final run sheet, as these are easy to leave until the last 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

Set the date and program
2 people
Reserve venue
Check permits
Approach speakers
2 people
Confirm workshop leaders
2 people
Publish the program online
Send invitations
2 people
Open the registration form
Distribute promotional posters
3 people
Schedule social media
Process registrations
Collect dietary requirements
Reserve equipment
Order catering
2 people
Determine waste streams
2 people
Select workshop materials
2 people
Collect presentations
Print the run sheet
Confirm registrations
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Test the equipment
2 people
Open venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up information tables
3 people
Set up waste stations
2 people
Hang up decorations
2 people
Set up presentations
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Set up the buffet
3 people
Check the sound level
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Register attendance
2 people
Explain the program
Serve coffee and tea
3 people
Deliver the opening presentation
2 people
Collect questions from the audience
Open the buffet
2 people
Serve snacks
3 people
Refill drinks
2 people
Lead the workshops
6 people
Check waste streams
2 people
Replenish informational materials
Moderate the panel discussion
2 people
Answer audience questions
3 people
Handle the closing
See visitors out
3 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Sort waste
3 people
Dismantle furniture
4 people
Pack up equipment
2 people
Clean the venue
4 people
Remove decorations
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Take waste to the collection point
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 3
Clothes racksqty 2
Tableclothsqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Coffee cupsqty 70
Tea glassesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Measuring cupsqty 3
Coolersqty 4
Serving jugsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Presentation clicker
Flip chartqty 2
Flipchart markersqty 12

Workshop materials

Work tablesqty 4
Floor matsqty 12
Garden glovesqty 20
Reusable potsqty 30
Seed traysqty 30
Plant labelsqty 40
Ropeqty 4
Scissorsqty 12
Brushesqty 20
Mixing bowlsqty 8
Measuring spoonsqty 8
Growing soilqty 6
Organic seedsqty 12
Wooden name badgesqty 80

Decorations

Plantsqty 12
Chalkboardsqty 6
Reusable buntingqty 4
Serving traysqty 6

Registration

Name badgesqty 80
Badge holdersqty 80
Pen setsqty 20
Clipboardsqty 6
Attendance listsqty 6
Program leafletsqty 80
Information leafletsqty 150
Stickersqty 200
Donation box

Waste

Waste binsqty 6
Cardboard binsqty 3
Compost bin
Litter pickersqty 4
Cratesqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Lighting

LED lampsqty 8
LED string lightsqty 4

Safety

Cable matsqty 8
Marking tapeqty 4
Flashlightsqty 4

Catering

Groceries

Tips

Set the date and programme before approaching speakers or workshop leaders. Once the sessions are confirmed, publish the programme and open registration rather than waiting for every operational detail.
Check permits and venue access early, especially if you need projection, amplified sound, catering or separate waste streams. Confirm when you can enter the venue and how long setup will take.
Collect dietary requirements during registration and give the final numbers to catering before the order deadline. Keep a short list of confirmed registrations so the catering quantity and seating plan match attendance.
Test the laptop, projector, screen, speakers and microphones before guests arrive. Collect presentations in advance and keep a printed run sheet available in case the internet or a presenter’s device fails.
Prepare reusable plates, bowls, cups, cutlery and serving items before shopping and chilling drinks. Set up clearly labelled waste streams before doors open, not after the first workshop or meal.

Frequently asked questions

How far in advance should I plan an Environment Night?: Start planning at least 8 weeks before the event. Set the date, reserve the venue and approach speakers first; open registration once the programme is stable, ideally 4 to 6 weeks beforehand.
When should I open registration for Environment Night?: Open registration 4 to 6 weeks before the event, once the main programme and venue are confirmed. Close or review registrations 3 to 5 days beforehand so you can finalise dietary requirements, seating and catering.
When should I order catering for Environment Night?: Place the catering order after registration numbers and dietary requirements have been reviewed, usually 5 to 7 days before the event. Reconfirm the delivery time and final quantity 1 to 2 days before opening.
When should I test the equipment for Environment Night?: Test the laptop, projector, screen, speakers and microphones on the day before the event if possible, then repeat a short sound and projection check 60 to 90 minutes before guests arrive.

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