What you need for an environmental plan evening

Use this checklist to prepare an environmental plan evening for registered participants, speakers and discussion leaders. It covers the items people most often arrange too late: presentation connections, registration materials, serving equipment and enough cups, glasses and tableware. Confirm quantities after the final attendance list and dietary requirements are collected. Keep a small buffer for drinks, printed materials and spare cables so the evening does not depend on one missing item.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Registration desk
Information desksqty 4
High tablesqty 4

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2
Presentation clicker

Tableware

Coffee cupsqty 90
Glassesqty 100
Platesqty 100
Cutlery setsqty 90
Coffee spoonsqty 50
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Ice cube traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Serving traysqty 6

Decorations

Name badge holdersqty 90
Tableclothsqty 10
Signage boardsqty 8
Information board
Speaker cardsqty 6

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Bucketsqty 3
Mopsqty 3
Cleaning glovesqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Non-alcoholic beer - 24 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Mandarins - 3 kilo
- Cucumber - 6 pieces
- Bell peppers - 8 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 2 kilos
- Brie - 1 kilo
- Cold cuts - 1 kilo
- Vegan toppings - 6 packages
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Wholegrain crackers - 8 packs
- Rice cakes - 6 packs
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Snacks - 6 bags
- Olives - 6 jars
- Mixed nuts - 4 kilos
- Raisins - 2 kilos
- Cookies - 8 packs
- Mini muffins - 100 pieces
- Allergy-free cookies - 4 packs
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mustard - 1 jar
- Paper napkins - 200 pieces
- Stir sticks - 200 pieces
- Wooden skewers - 200 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 10 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper hand towels - 6 packs
- Hairpins - 2 boxes
- Ballpoint pens - 100 pieces
- Highlighters - 12 pieces
- Packing tape - 4 rolls
- Post-it notes - 12 pads
- Paper question cards - 150 pcs
- Feedback forms - 120 pcs
- Name stickers - 120 pieces
- Printer paper - 2 packs
- Envelopes - 120 pieces

Tips

Count tableware against the final participant list, then add roughly 10% extra cups, glasses, plates and cutlery. This prevents shortages when a guest takes a second drink or a few items need replacing.
Test the projector, laptop, screen, HDMI cables, presentation clicker and microphones together at least one day before the evening. Bring spare extension cords and power strips rather than discovering a connection problem during setup.
Prepare registration materials before opening the hall: print the attendance list, information sheets and name badges, and place them at the registration table. Put question cards where participants can reach them without interrupting the programme.
Plan hot drinks by checking how many coffee machines, kettles and thermos flasks can serve the group at once. Fill coolers and prepare ice in advance if cold drinks need to stay available throughout the evening.
Do not leave serving equipment until the catering arrives. Check that serving platters, tongs, cutting boards, bread knives and kitchen knives are available before food is unpacked, especially when dietary requirements have been collected.

Frequently asked questions

What should I buy for an environmental plan evening?: Prepare drinks, coffee and tea supplies, cups, glasses, plates, cutlery and serving items for every registered participant. Also gather printed information sheets, name badges and question cards, plus the cables and power equipment needed for the presentations.
How many cups and glasses do I need per person?: Plan at least 1 cup and 1 glass per participant, then add about 10% spare. For a group of 50, that means at least 55 cups and 55 glasses before allowing for extra drinks or replacements.
When should I test the presentation equipment?: Test the laptop, projector, screen, HDMI cables, clicker, microphones and speakers at least 24 hours before the event. Repeat a short check when the hall is set up, because room connections and power points can differ from the test location.
When should I collect catering and dietary information?: Collect dietary requirements before placing the catering order, ideally at least 5 days before the evening. Finalise the participant count and order quantities as soon as registration closes so special meals are not arranged at the last minute.

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