How to organise a Climate Week event

Start by deciding what your Climate Week event should achieve, then build the programme around that goal. Fix the date and venue before confirming speakers, workshops and catering, because room layout and equipment depend on the schedule. Registration details, dietary requirements and travel information need to be collected early, not during the final week. Use the final days for printing, shopping, food preparation and technical checks rather than making major decisions.

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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 program and theme
2 people
2
Confirm location and date
2 people
3
Check permits and notifications
4
Work out the room layout
2 people
5
Contact speakers and workshop facilitators
2 people
6
Publish the program and times
2 people
7
Send invitations
2 people
8
Hang promotional posters
2 people
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Assign volunteers
2 people
13
Collect speaker information
14
Purchase workshop materials
2 people
15
Order catering
2 people
16
Reserve equipment and lighting
17
Reserve chairs and tables
18
Send route and parking information
19
Check registrations and dietary requirements
2 people
20
Prepare name badges
2 people
21
Print program flyers
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Wash fruits and vegetables
2 people
25
Prepare snacks
4 people
26
Open venue
2 people
27
Set up tables and chairs
6 people
28
Set up info stands
4 people
29
Set up workshop tables
4 people
30
Hang decorations
3 people
31
Connect the sound system
2 people
32
Test presentation and microphones
2 people
33
Set up the catering buffet
4 people
34
Place waste stations
2 people
35
Set up the registration desk
2 people
36
Brief volunteers
3 people

Event

37
Open doors and reception
4 people
38
Register visitors
3 people
39
Hand out program flyers
2 people
40
Handle the opening
2 people
41
Host lecture
2 people
42
Guide the circular living workshop
3 people
43
Lead energy-saving workshop
3 people
44
Serve snacks
4 people
45
Refill drinks
2 people
46
Check waste streams
2 people
47
Supervise children's activities
3 people
48
Moderate the panel discussion
3 people
49
Restock break tables
2 people
50
Serve hot meal
5 people
51
Serve diet meals separately
2 people
52
Start the music program
2 people
53
Support the evening program
3 people
54
Serve the last round of drinks
3 people
55
Handle the closing
2 people
56
Guide visitors out safely
3 people

Aftercare

57
Clear away food and drinks
4 people
58
Collect waste separately
3 people
59
Wash dishes
4 people
60
Clear tables and chairs
6 people
61
Switch off equipment
2 people
62
Remove decorations
3 people
63
Clean the venue
5 people
64
Collect lost and found items
65
Return materials
2 people
66
Return rental items
2 people
67
Store leftovers
2 people
68
Send visitor thank-you gifts
69
Archive photos and materials

What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 120
Buffet tablesqty 4
Registration desk
High tablesqty 8
Coat racksqty 3

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Rechargeable batteriesqty 12
Flip chartqty 3
Bike pumpqty 2
Tool casesqty 2

Tableware

Reusable cupsqty 150
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Large mixing bowlsqty 6
Food warmersqty 4
Coolersqty 6
Induction hobsqty 2
Pansqty 4
Water jugsqty 10

Decorations

Info boardsqty 10
Menu boardsqty 4
Fabric tableclothsqty 12
Plantsqty 12
Reusable buntingqty 6
Name card holdersqty 120

Lighting

LED lampsqty 10
String lightsqty 6

Cleaning

Waste binsqty 8
Sorting binsqty 4
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Reusable cleaning clothsqty 20

Catering

Groceries

Tips

Set the programme and theme before contacting speakers. Allow at least 30 minutes between sessions if people need to move between a talk, workshop and refreshment area.
Confirm the venue, date and room layout before reserving chairs, tables, projection equipment and microphones. Check that the registration desk, buffet tables and coat racks do not block entrances or exits.
Collect speaker details and dietary requirements as registrations come in, then check both again 48 hours before the event. This prevents missing presentation files, unsuitable catering or last-minute name badge changes.
Assign volunteers to specific jobs and times instead of asking for general help. Cover registration, room changes, speaker support, catering and technical checks, with at least one person responsible for each area.
Finish practical preparation on a fixed schedule: publish route and parking information several days ahead, chill drinks the day before, and prepare snacks only after the final food quantities are confirmed. Test the laptop, projector, screen, speakers and wireless microphones before guests arrive.

Frequently asked questions

How far in advance should I plan a Climate Week event?: Start at least 6 to 8 weeks ahead if the event includes several speakers, workshops and catering. Fix the date and venue first, then allow time for permits, programme publication, invitations and volunteer planning.
When should I confirm speakers for Climate Week?: Contact speakers and workshop facilitators as soon as the date and theme are fixed, ideally 4 to 6 weeks before the event. Collect their session title, biography, technical needs and presentation files no later than 7 days beforehand.
How many volunteers do I need for a Climate Week event?: Plan at least 1 volunteer for registration, 1 for speaker support, 1 for technical help and 1 for catering or room changes. Add more when several workshops run at the same time; confirm the rota at least 1 week before the event.
When should I order catering for Climate Week?: Order catering after registrations and dietary requirements are reviewed, usually 7 to 10 days before the event. Recheck the numbers and allergies 48 hours beforehand, then chill drinks and prepare fresh snacks on the final day.

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