How to organise a climate café

A climate café works best when the conversation feels informal but the preparation is tightly organised. Start by fixing the date, programme and venue, then book speakers and a moderator before sending invitations. Build registration around dietary requirements and publish the programme early. On the day, allow enough time for the reception desk, presentation equipment, coffee and snacks, so discussion can start without avoidable interruptions.

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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
Set the date and program
2 people
2
Reserve venue
3
Book speakers and moderators
2 people
4
Reserve required equipment
5
Draft invitations
2 people
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Publish the program online
10
Send reminder to participants
11
Send speaker information
12
Print participant list
13
Do the shopping
2 people
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Check materials
2 people

Event

17
Open venue
2 people
18
Set up tables and chairs
4 people
19
Set up the reception desk
2 people
20
Set up the presentation area
2 people
21
Hang Flip Charts and Posters
2 people
22
Set out coffee and tea
2 people
23
Set out snacks and fruit
2 people
24
Test the equipment
2 people
25
Staff the registration desk
2 people
26
Welcome visitors
3 people
27
Explain the program
28
Guide speakers
2 people
29
Serve coffee and tea
2 people
30
Refill snacks
2 people
31
Refill drinks
2 people
32
Facilitate discussion groups
4 people
33
Serve dinner
4 people
34
Collect audience questions
35
Escort visitors to the closing
2 people
36
Chill leftovers safely
2 people

Aftercare

37
Collect tableware
3 people
38
Sort waste
3 people
39
Wash dishes
3 people
40
Clear tables and chairs
4 people
41
Clean the venue
3 people
42
Return equipment
2 people
43
Return borrowed materials
2 people
44
Distribute leftover food
2 people
45
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 90
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup bowlsqty 70
Serving spoonsqty 6
Cutting boardsqty 3
Knivesqty 6
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Decorations

Information boardsqty 6
Name badgesqty 80
Tableclothsqty 8
Directional signsqty 10

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the programme before inviting people. Confirm the speakers, moderator and discussion format first, then publish the programme so participants know whether they are joining talks, group discussion or both.
Give the venue a practical room plan at least one day ahead. Decide where tables, chairs, the reception desk, buffet tables and presentation area will go, and prepare directional signs for anyone arriving late.
Treat the first hour as a separate catering calculation: plan two to three drinks per person, plus coffee, tea, fruit and snacks. Chill drinks in advance and check that you have enough cups, glasses, plates and serving utensils.
Send speaker information no later than 48 hours before the event. Include the running order, speaking times, arrival instructions and the equipment available, such as the projector, laptop, screen and wireless microphone.
Open the venue at least 90 minutes before participants arrive. Use the first 30 minutes for tables and registration, then check the presentation setup, extension cords, power strips, charging cables and sound before the welcome starts.

Frequently asked questions

How far in advance should I organise a climate café?: Set the date and reserve the venue at least 6 to 8 weeks ahead. Book speakers and the moderator before sending invitations, and leave the final week for registrations, dietary requirements and equipment checks.
How long should a climate café last?: Allow 2 to 3 hours for a useful programme, including a short break for coffee, tea and snacks. Keep the final discussion time visible in the programme so presentations do not take over the conversation.
How early should I arrive to set up a climate café?: Open the venue at least 90 minutes before guests arrive. This gives you time to set up the reception desk and presentation area, put out refreshments, hang posters and test the projector, microphone and speaker.
How many refreshments do I need for a climate café?: For the first hour, plan two to three drinks per person, then add water and hot drinks for the remainder. Buy snacks and fruit based on the confirmed registration list, including the dietary requirements collected in advance.

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