How to organise a circular economy evening

Start with the programme and venue, then build the evening around confirmed speakers, practical workshops and a clear drop-off point for items. Open registration early so you can collect dietary requirements and estimate materials, seating and drinks. The final week is mainly about confirming presentations, sharing travel information and checking equipment. On the day, allow time to test the projector and microphones, label waste separation points and prepare reusable tableware 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

1
Reserve venue
2
Finalize the program
2 people
3
Confirm speakers
4
Collect workshop materials
2 people
5
Send invitations
2 people
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Send reminder
10
Share speaker information
11
Collect presentations
12
Check route and parking
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Sort materials
2 people
16
Open venue
2 people
17
Set up tables
4 people
18
Set out chairs
3 people
19
Set up the stage area
2 people
20
Connect the projector
2 people
21
Test presentations
2 people
22
Set up workshop tables
3 people
23
Set up a drop-off point for items
2 people
24
Set Up Waste Separation
2 people
25
Prepare coffee and tea
2 people
26
Set up the reception desk
2 people

Event

27
Register visitors
3 people
28
Welcome visitors
2 people
29
Explain the program
30
Facilitate presentations
2 people
31
Serve coffee and tea
2 people
32
Refill drinks
2 people
33
Lead the workshops
4 people
34
Set up buffet
3 people
35
Serve the buffet
3 people
36
Collect tableware
2 people
37
Moderate the panel discussion
2 people
38
Manage the swap table
2 people
39
Answer final questions
2 people
40
Wave goodbye to visitors
2 people

Aftercare

41
Collect materials
3 people
42
Clear tables and chairs
4 people
43
Sort waste
3 people
44
Wash dishes
3 people
45
Clean the kitchen
2 people
46
Clean the room
3 people
47
Switch off equipment
2 people
48
Lock up the venue
2 people
49
Return rental items
2 people
50
Register found items
51
Send thank-you message

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Stoolsqty 8
Clothes racksqty 2
Waste binsqty 5

Tableware

Reusable platesqty 70
Reusable bowlsqty 60
Reusable glassesqty 80
Reusable coffee cupsqty 60
Reusable cutleryqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 8
Serving spoonsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Coolersqty 3

Equipment

Projector
Projection screen
Portable speaker
Wireless microphonesqty 2
Laptop
Extension cordsqty 4
Power stripsqty 4
Power banksqty 2

Decorations

Reusable name badgesqty 70
Name card holdersqty 10
Direction signsqty 12
Clipboardsqty 6
Chalkboardsqty 4
Chalk markersqty 8

Workshop materials

Writing suppliesqty 60
Notebooksqty 60
Flip chart sheetsqty 30
Markersqty 24
Scissorsqty 12
Measuring tapeqty 4
Screwdriversqty 8
Pliersqty 8
Sewing kitsqty 6
Glue gunsqty 4
Glue sticksqty 20
Cable tiesqty 100
Repair materialsqty 4

Lighting

LED lampsqty 6
String lightsqty 3

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the running order before sending invitations. Give each speaker a defined time slot and leave at least 10 minutes between programme sections for questions, movement and workshop changes.
Open registration as soon as the venue and programme are confirmed. Close or review registrations 3 to 5 days before the event so you can buy food, prepare name badges and plan workshop materials accurately.
Test the laptop, projector, projection screen, portable speaker and wireless microphones together at least 2 hours before guests arrive. Check every presentation on the actual laptop rather than relying on files that worked elsewhere.
Place the drop-off point for items near the entrance and mark it with a direction sign. Put waste bins beside it with clear separation labels, so guests do not have to ask where reusable, recyclable or residual items belong.
Prepare coffee, tea and chilled drinks before opening the venue, but keep hot drinks in thermos flasks during the programme. Plan roughly 2 to 3 drinks per person for the first hour and set out reusable cups, plates, bowls and cutlery before catering begins.

Frequently asked questions

How far in advance should I organise a circular economy evening?: Book the venue and confirm the programme at least 6 to 8 weeks ahead. Send invitations once the key speakers and schedule are stable, then send a reminder 3 to 5 days before the event.
When should I confirm speakers for a circular economy evening?: Aim to confirm speakers 4 to 6 weeks before the evening. Request presentation files and speaker information no later than 3 days beforehand, then test all files on the event laptop.
How many drinks do I need for a circular economy evening?: For the first hour, allow about 2 to 3 drinks per person, then adjust for the expected programme length. Chill drinks before opening and keep a separate supply for speakers and workshop facilitators.
How early should I arrive to set up the event?: Arrive at least 2 hours before doors open. This gives you time to set out tables and chairs, arrange workshop materials, connect and test the projector and microphones, prepare coffee and tea, and check waste separation.

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.