How to organise a climate debate

A climate debate needs more than a panel and a few microphones. Start by fixing the date and venue, then choose a format that fits the number of speakers and the time available. Confirm a moderator, invite panelists and keep reserve speakers in mind before publishing the programme. Registrations, accessibility, audience questions and technical checks should be handled early, not during the final week. Use a clear running order so speakers, volunteers and the audience know what happens next.

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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
Confirm date and location
2 people
2
Define debate format
3 people
3
Contact the moderator
4
Invite panelists
2 people
5
Contact Reserve Panel Members
6
Create the program
2 people
7
Collect debate questions
3 people
8
Prepare audience questions
2 people
9
Check permits
10
Check insurance details
11
Send invitations
2 people
12
Publish promotional text
2 people
13
Open the registration form
14
Process registrations
2 people
15
Collect dietary requirements
16
Check accessibility
2 people
17
Confirm reservations
18
Order catering
2 people
19
Test the equipment
2 people
20
Collect presentations
21
Check presentations
2 people
22
Print the run sheet
23
Prepare name badges
2 people
24
Create audience form
25
Design signage
26
Print Signage
27
Check the shopping list
2 people
28
Do the shopping
3 people
29
Cool catering
2 people
30
Collect materials
3 people
31
Clean the venue
3 people
32
Set up tables
3 people
33
Set up chairs
3 people
34
Set up the panel table
2 people
35
Connect the technical equipment
3 people
36
Test microphones
2 people
37
Set up presentations
2 people
38
Set up registration desk
2 people
39
Lay out name badges
40
Prepare coffee and tea
2 people
41
Set out snacks
3 people
42
Chill drinks
2 people
43
Check the safety routes
2 people

Event

44
Welcome speakers
2 people
45
Register visitors
4 people
46
Distribute program
2 people
47
Handle the opening
2 people
48
Introduce the panelists
49
Lead the first debate round
2 people
50
Collect audience questions
3 people
51
Refill drinks
2 people
52
Serve break snacks
3 people
53
Moderate the second debate round
2 people
54
Serve dinner
4 people
55
Moderate the third debate round
2 people
56
Moderate audience questions
2 people
57
Refill drinks
2 people
58
Handle the closing
2 people
59
See off speakers
2 people

Aftercare

60
Collect tableware
3 people
61
Chill leftovers
2 people
62
Switch off the equipment
2 people
63
Put furniture back
4 people
64
Sort waste
3 people
65
Wash dishes
3 people
66
Clean the venue
4 people
67
Pack up materials
3 people
68
Return borrowed items
2 people
69
Store leftover groceries
2 people
70
Archive attendance list
71
Send thank-you message
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Panel table
Speaker chairsqty 5
Registration desk
Stoolsqty 4
High tablesqty 4
Coat racksqty 3
Waste binsqty 6
Coat racksqty 2

Equipment

Wireless microphonesqty 4
Microphone standsqty 3
Audio mixer
Speakersqty 2
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 4
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Timerqty 2
Flip chart
Flipchart markersqty 2
Laser pointer
USB sticksqty 3
Charging cablesqty 4

Tableware

Coffee cupsqty 120
Glassesqty 120
Platesqty 120
Cutlery setsqty 120
Teaspoonsqty 120
Serving traysqty 12
Water jugsqty 8

Kitchen

Thermos flasksqty 6
Coffee machinesqty 2
Kettlesqty 3
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 3
Serving utensilsqty 12
Soup ladlesqty 4
Storage binsqty 12

Decorations

Tableclothsqty 10
Name card holdersqty 5
Poster panelsqty 4
Directional signsqty 12
Sustainability bannersqty 4

Lighting

LED lightsqty 8
String lightsqty 4
Batteriesqty 24

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the debate format before inviting speakers. Decide how many panelists you need, how long opening statements will be, and how much time remains for audience questions.
Confirm the moderator and panelists in writing at least 3–4 weeks before the debate. Ask reserve panel members at the same time, because a late cancellation can change the entire programme.
Open registration only after the venue capacity, accessibility arrangements and programme are checked. Collect dietary requirements with registrations and confirm final numbers before ordering catering.
Test the full AV setup at the venue at least 2 hours before the doors open. Check wireless microphones, speakers, mixer, projector, laptop, HDMI adapters, power strips and extension cords together rather than separately.
Prepare the audience question process before the event. Print the running sheet, name badges and signage, and decide who collects questions, who selects them and when the moderator receives them.

Frequently asked questions

How far in advance should I organise a climate debate?: Allow at least 6–8 weeks for a small public debate. This gives you time to confirm the venue, moderator and panelists, check permits and insurance, open registration, and arrange catering and equipment.
How many panelists should a climate debate have?: Plan for 3–5 panelists for a focused discussion. With a 90-minute programme, reserve about 45–60 minutes for moderated debate and audience questions rather than giving every speaker a long opening statement.
When should I test the microphones and projector?: Complete a full equipment test at least 2 hours before the audience arrives, with the presentation laptop connected. Also check spare HDMI adapters, charging cables, power banks and USB sticks before the event day.
How much time should I leave for audience questions?: Set aside at least 20 minutes in a 90-minute climate debate. Collect questions during the programme using an audience form or designated volunteer, then give the moderator a short, clear selection.

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