Green Ideas Evening organising checklist

A Green Ideas Evening needs more than a speaker list and a few chairs. You need to coordinate the programme, collect presentations, manage registrations and dietary requirements, and prepare the room for discussion and refreshments. Start with the venue, date and speakers, then move through promotion, attendee information and volunteer planning. In the final hours, check the equipment, signage, name badges, food and drinks against the registration list so small omissions do not disrupt the evening.

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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
Set the date and program
2 people
Approach speakers
2 people
Collect presentations
Create a registration form
Send invitations
2 people
Place promotion
2 people
Process registrations
Collect dietary requirements
Schedule volunteers
2 people
Print the run sheet
Create signage
2 people
Prepare worksheets
2 people
Prepare name badges
Check the registration list
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Send speaker briefing
Open venue
2 people
Ventilate room
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception table
2 people
Set up the catering table
3 people
Set out coffee and tea
2 people
Connect the projector
2 people
Test presentations
2 people
Test microphone
2 people
Check the lighting
2 people
Hang decorations
3 people
Set up waste stations
2 people
Check toilets
Display snacks
3 people
Brief the team
3 people

Event

Welcome visitors
4 people
Hand out name badges
2 people
Serve coffee and tea
2 people
Explain the program
Announce the speaker
Facilitate presentations
2 people
Collect questions from the audience
Serve break snacks
3 people
Refill drinks
2 people
Facilitate discussion tables
6 people
Note ideas on flip charts
6 people
Open the buffet
2 people
Restock the buffet
3 people
Collect tableware
2 people
Lead the voting round
2 people
Presenting action points
2 people
Facilitate informal conversations
3 people
Serve the last round
2 people
Wave goodbye to visitors
3 people

Aftercare

Chill leftovers
2 people
Sort waste
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Switch off equipment
2 people
Clean the room
3 people
Remove decorations
2 people
Lock up the venue
2 people
Dry and store materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Archive photos and ideas
Send thank-you message
Share action items by email

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Coat racksqty 2
Buffet tablesqty 3
Stoolsqty 12

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 70
Tea glassesqty 70
Pouring jugsqty 8
Serving plattersqty 12

Kitchen

Hot water urnqty 2
Coffee makerqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8

Equipment

Projector
Projection screen
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2

Lighting

LED lightsqty 6

Decorations

Houseplantsqty 8
Reusable buntingqty 4
Tableclothsqty 10
Name card holdersqty 10

Office

Flip chartsqty 6
Markersqty 24
Sticky notesqty 20
Ballpoint pensqty 40
Name badgesqty 80
Voting stickersqty 400
Rolls of tapeqty 4
Scissorsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and programme before contacting speakers, then request presentation files early enough to test them on the projector and screen before guests arrive.
Close or review registrations in time to confirm dietary requirements, print name badges and estimate food, reusable cups, plates and cutlery. Do not leave this check until the setup period.
Schedule volunteers with clear arrival times: allow at least 60 minutes before opening for room ventilation, tables, chairs, the reception table, catering and signage.
Send speakers a briefing before the event with their speaking slot, arrival time, presentation deadline and technical arrangements. Keep the run sheet printed at the reception table for quick reference.
Prepare refreshments before doors open: chill drinks, set out serving platters and reusable tableware, and check that the coffee maker, hot water urn, pouring jugs and coolers are ready.

Frequently asked questions

How far in advance should I organise a Green Ideas Evening?: Start at least 6 to 8 weeks ahead. This gives you time to reserve the venue, set the programme, confirm speakers, open registrations and promote the evening without rushing the final checks.
When should I ask speakers for their presentations?: Request presentations at least 7 days before the event and test every file 1 to 2 days beforehand. This leaves time to resolve missing fonts, incompatible formats or connection problems with the HDMI cables and projector.
How long before the Green Ideas Evening should the venue be opened?: Open the venue at least 60 minutes before guests arrive. Use that time to ventilate the room, arrange tables and chairs, set up reception and catering, place signage, and test the portable speaker and wireless microphone.
When should I prepare food and drinks for the event?: Buy supplies 1 to 2 days before the evening and prepare snacks on the day itself. Chill drinks several hours before opening, then set out perishable food shortly before guests arrive.

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.