Heat Pump Evening Checklist

A heat pump evening needs more than a speaker and a projector. You need a clear program, timely registrations, a working demonstration and enough time to test the technical setup. This checklist takes you from choosing the date and venue to preparing coffee, snacks and participant materials. Use it to keep supplier information, dietary requirements and attendees’ questions in one place, then confirm the final details before guests arrive.

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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 the venue and hall
Book a speaker on heat pumps
Prepare technical demonstration
2 people
Write invitation text
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect participants' questions
Review the presentation content
2 people
Collect supplier information
Confirm registrations
Send the final program
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Test presentation files
2 people
Print participant list
Prepare snacks
2 people
Chill drinks
Set out coffee and tea
2 people
Set up tables and chairs
3 people
Set up the presentation table
2 people
Set up projector and screen
2 people
Connect sound equipment
2 people
Set up heat pump demonstration
3 people
Place information signs
2 people
Set up registration desk
2 people
Fully test technical setup
2 people

Event

Receive participants
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Give welcome speech
Give presentation on heat pumps
Serve snacks and drinks
2 people
Refill drinks
Provide a heat pump demonstration
2 people
Moderate the Q&A
2 people
Hand out information materials
2 people
Answer personal questions
3 people
Say goodbye to participants
2 people

Aftercare

Switch off equipment
2 people
Clean up materials and information
3 people
Wash dishes and glasses
2 people
Collect and remove waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Return borrowed materials
2 people
Send thank-you message to participants
Answer outstanding questions
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Waste binsqty 4

Tableware

Reusable coffee cupsqty 60
Reusable glassesqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 6
Coffee potsqty 3
Teapotsqty 2

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Laser pointer
Heat pump demo model
Energy meterqty 2
Thermometerqty 2

Materials

Information leafletsqty 70
Attendance formsqty 3
Name badgesqty 60
Ballpoint pensqty 20
Notepadsqty 60
Directional signsqty 8
Checklist

Cleaning

Broom
Floor squeegee
Bucketsqty 2

Catering

Coolersqty 3
Thermos flasksqty 4
Groceries

Tips

Set the date, venue and program before inviting people, then allow enough time to book the heat pump speaker and confirm the hall layout. A registration form should be ready before invitations go out.
Ask for dietary requirements and participants’ questions during registration. Review the questions before finalising the presentation so the speaker can address the topics people actually want answered.
Test the laptop, presentation files, projector, screen, microphone and speakers before the event. Also check extension cords and power strips; a working demonstration is difficult if the energy meter or thermometer cannot be connected.
Prepare the registration desk with the participant list, attendance forms, name badges, pens and directional signs. Print the final list close to the event, after registrations and confirmations have been processed.
Plan the room setup and refreshments as separate jobs. Set out tables, chairs and the presentation table first, then prepare snacks and chill drinks so coffee, tea and cold drinks are ready when participants arrive.

Frequently asked questions

How far in advance should I plan a heat pump evening?: Start at least 4 to 6 weeks ahead. That gives you time to reserve the venue, book a speaker, send invitations, process registrations and collect questions before the program is final.
What should be included in a heat pump demonstration?: Prepare the heat pump demo model with an energy meter and thermometer, and decide what readings or operating steps you will show. Test the demonstration at least 1 day before the event, including its power connections.
When should I send the final program to participants?: Send the final program 3 to 5 days before the heat pump evening. By then, registrations should be confirmed and practical details such as the venue, start time and presentation schedule should be settled.
How early should I set up the room for a heat pump evening?: Allow 2 to 3 hours before participants arrive. Use that time for tables and chairs, the registration desk, presentation equipment, directional signs, refreshments and a full test of the presentation files.

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