How to organise a climate meeting without losing track

A climate meeting needs more coordination than a single presentation: speakers, panelists, attendees, catering, technical equipment and safety arrangements all have to line up. Start by fixing the date, programme and venue, then confirm contributors before opening registration. Once people register, collect dietary requirements and questions while checking presentations and permits in parallel. In the final week, print badges and working documents, prepare signs, test every connection and brief the team on the running order.

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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
Contact speakers and panelists
2 people
3
Reserve venue
4
Book catering
5
Reserve technical equipment and materials
6
Check permits and notifications
7
Develop safety plan
2 people
8
Publish the program and times
9
Send invitations
2 people
10
Open the registration form
11
Place publicity
2 people
12
Inform local partners
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Answer visitors' questions
2 people
16
Request presentations
17
Check presentations
2 people
18
Prepare name badges
2 people
19
Print participant list
20
Print the run sheet
21
Create the route and signage
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Sort catering by diet
2 people
25
Test the equipment
2 people
26
Send speaker briefing

Event

27
Open venue
2 people
28
Check rooms
2 people
29
Set up tables and chairs
5 people
30
Set up the podium table and speaking area
3 people
31
Set up registration desk
2 people
32
Build the catering buffet
4 people
33
Prepare coffee and tea
2 people
34
Set up presentations
2 people
35
Test microphones and speakers
2 people
36
Hang up signage
2 people
37
Set up info stands
4 people
38
Brief reception team
2 people
39
Welcome speakers
2 people
40
Register visitors
4 people
41
Hand out name badges
2 people
42
Hand out program brochures
2 people
43
Guide the opening
2 people
44
Support presentations
2 people
45
Collect questions from the audience
2 people
46
Set up coffee break
3 people
47
Serve snacks
4 people
48
Refill drinks
2 people
49
Keep buffet and tables clean
2 people
50
Staff info booths
6 people
51
Serve dinner
5 people
52
Serve diet meals
2 people
53
Moderate panel discussion
2 people
54
Moderate audience questions
2 people
55
Handle the closing
2 people
56
Guide visitors on departure
3 people

Aftercare

57
Clear away final catering
4 people
58
Wash dishes
3 people
59
Sort and dispose of waste
3 people
60
Dismantle tables and chairs
5 people
61
Pack up equipment safely
2 people
62
Clean the venue
4 people
63
Remove signage
2 people
64
Collect lost and found items
65
Lock up the venue
2 people
66
Return materials
2 people
67
Archive photos and presentations
68
Send thank-you message
69
Send missing information

What to bring

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

Furniture

Chairsqty 130
Tablesqty 18
Stage table
Changing room table
Registration deskqty 2
High tablesqty 8
Coat racksqty 4

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 150
Reusable dinner platesqty 140
Reusable cutlery setsqty 140
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Teapotsqty 4

Catering

Groceries

Equipment

Projector
Projection screen
Laptopqty 2
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless microphonesqty 3
Microphone standsqty 3
Speakersqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8
Flip chartsqty 4
Flipchart markersqty 24
Laser pointerqty 2
Timerqty 2

Decorations

Name badge holdersqty 140
Name badgesqty 140
Program boardsqty 6
Info boardsqty 12
Tableclothsqty 20
Clipboardsqty 8
Pensqty 160
Notepadsqty 150
Wristbandsqty 150
Route arrowsqty 20
Tapeqty 8
Ropeqty 4
Scissorsqty 6

Kitchen

Coolersqty 8
Thermos flasksqty 10
Food warmersqty 8
Storage binsqty 20
Cutting boardsqty 6
Knivesqty 8
Serving traysqty 12
Bar stoolsqty 4

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8
Cable matsqty 12
Fire extinguishersqty 2

Tips

Set the programme before inviting speakers. Allow time for arrival, registration, introductions, presentations, discussion and breaks; otherwise panel sessions and catering will quickly run late.
Confirm the venue’s technical setup early, including the projector, screen, laptop connections, microphones, mixer, speakers and power access. Test the exact laptop and adapters you will use rather than relying on the venue’s description.
Open registration only after the core programme and speakers are confirmed. Ask for dietary requirements in the form, then sort catering by diet before the event instead of trying to identify meals at the registration desk.
Request presentation files several days before the meeting and check them on the event laptop. Bring the final run sheet, participant list and name badges in printed form so a weak internet connection does not stop registration.
Walk the visitor route before doors open and place signs at every decision point, from the entrance to registration and the meeting room. Chill drinks, set out reusable cups and glasses, and leave at least 30 minutes for the equipment test and room reset.

Frequently asked questions

How far in advance should I organise a climate meeting?: Start at least 8 to 12 weeks before the meeting if you need external speakers, a venue, catering and technical equipment. Contact speakers and reserve the venue first, then publish the programme when the main contributors are confirmed.
When should registration open for a climate meeting?: Open registration as soon as the date, venue and core programme are stable, usually 4 to 6 weeks before the event. Close or review registrations 3 to 5 days beforehand so you can print the participant list and confirm catering quantities.
How long before a climate meeting should presentations be collected?: Request presentations at least 3 working days before the meeting and check every file on the event laptop. Ask speakers to arrive 30 to 45 minutes early if their slides or connection still need testing.
How much catering should I arrange for a climate meeting?: Use the registration total, plus a small buffer of about 5 to 10 percent, to plan drinks and food. Collect dietary requirements at least 5 days in advance and keep labelled alternatives separate during setup.

Start this plan in Lizzt

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