How to organise a climate evening that runs smoothly

A climate evening needs more than a strong theme: speakers, workshops, registrations and room logistics all have to connect. Start by fixing the programme and format, then confirm contributors before opening registration. Allow time for dietary requirements, transport information and technical testing, especially if presentations or videos are involved. On the day, use a printed run sheet, prepare name badges and keep workshop materials ready 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
Set program and theme
2 people
2
Contact speakers and workshop facilitators
2 people
3
Confirm speakers final
4
Reserve the space and room layout
5
Check permits and notifications
6
Design invitations
7
Publish registration form
8
Send invitations
2 people
9
Post promotion on social media
10
Distribute posters
3 people
11
Process registrations
12
Collect dietary requirements
13
Map out transport needs
14
Send program to attendees
15
Collect speaker information
16
Collect presentations and videos
17
Technically test presentations
2 people
18
Prepare workshop materials
2 people
19
Prepare name badges
20
Print attendance list
21
Print the run sheet
22
Order catering
23
Do the shopping
3 people
24
Pack diet meals separately
2 people
25
Chill drinks
2 people
26
Check equipment and cables
2 people
27
Put presentations on USB stick
28
Clean the venue and toilets
3 people
29
Set up tables and chairs
4 people
30
Set up reception desk
2 people
31
Set up workshop tables
3 people
32
Set up projector and screen
2 people
33
Connect the microphone and speaker
2 people
34
Set up lighting
2 people
35
Place information signs
2 people
36
Hang up decorations
2 people
37
Display information materials
2 people
38
Lay out name badges
39
Prepare coffee and tea
2 people
40
Set out snacks
3 people
41
Set up waste stations
2 people
42
Check safe walking routes
2 people

Event

43
Welcome speakers
2 people
44
Register participants
3 people
45
Serve welcome drinks
2 people
46
Deliver the opening presentation
2 people
47
Guide speakers
48
Operate technical equipment during presentations
2 people
49
Collect questions from the audience
50
Set up coffee break
3 people
51
Refill drinks
2 people
52
Serve snacks
3 people
53
Convert the workshop rooms
4 people
54
Distribute workshop materials
3 people
55
Lead the workshops
6 people
56
Serve vegetarian meal
5 people
57
Sort waste along the way
2 people
58
Lead the closing interview
2 people
59
Hand out farewell and feedback cards
2 people
60
See visitors out
2 people

Aftercare

61
Dismantle furniture
4 people
62
Disconnect and pack up equipment
2 people
63
Wash dishes
3 people
64
Clean the venue
4 people
65
Take out the trash
2 people
66
Return materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
Foldable tablesqty 4
Tableclothsqty 10
Stoolsqty 8
Coat racksqty 3

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Power stripsqty 6
Extension cordsqty 6
Presentation clicker
USB sticksqty 3
Rechargeable batteriesqty 12

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Teaspoonsqty 60
Serving plattersqty 12
Serving tongsqty 8
Carafesqty 10
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 6
Mixing bowlsqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
Ice cube traysqty 6

Decorations

Climate postersqty 12
Paper garlandsqty 8
Table décorqty 10
Name badgesqty 100
Information boardsqty 8
Whiteboardqty 2
Flip chartsqty 3
Flip chart paperqty 6
Markersqty 24

Lighting

LED string lightsqty 6
LED table lampsqty 8
Flashlightsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom setsqty 3
Mopsqty 3
Glovesqty 12

Catering

Groceries

Tips

Set the programme before designing invitations. Confirm each speaker and workshop facilitator first, then publish the registration form with the timetable, travel information and a clear closing time.
Build in at least one technical test before the event. Open every presentation and video on the actual laptop, check the projector, HDMI cables, microphones and speakers, and keep copies on a USB stick.
Close registration early enough to act on the numbers. Use the final attendee count to prepare name badges, print the attendance list, order catering and separate dietary meals before delivery.
Plan the room around the format rather than placing furniture at random. Check the number of tables, chairs and stools needed for both the main programme and any workshops, including clear routes to the entrance and exits.
Prepare the first hour in detail: chill drinks, fill reusable cups and karaffes, set out coffee and tea equipment, and place the printed run sheet where the organiser and speakers can reach it. Keep spare batteries, power strips and extension cords together.

Frequently asked questions

How far in advance should I organise a climate evening?: Start at least 8 to 12 weeks ahead if you need external speakers, a venue and public registration. Confirm the programme and speakers first; open registration only when the main timetable is stable.
When should I confirm speakers for a climate evening?: Aim to have speakers definitively confirmed 6 to 8 weeks before the event. Collect their biographies, presentation files and technical requirements no later than 10 days before the evening.
How long before the event should I order catering?: Place the catering order 7 to 10 days before the event, using the latest reliable registration numbers. Finalise dietary requirements at least 3 days beforehand and keep those meals separately packaged.
How much time do I need for a technical check?: Allow 60 to 90 minutes for a full check, preferably on the day before the event. Test every presentation and video, then verify the projector, microphones, speakers, power connections and presentation clicker.

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.