How to organise a Green Ideas Evening

A Green Ideas Evening works best when the programme, speakers and practical setup are planned as one sequence. Start by booking a suitable venue and fixing the date before approaching speakers or promoting the event. Registration gives you the numbers needed for seating, name badges, worksheets, drinks and dietary requirements. The final checks are easy to miss: collect presentations, brief speakers, test the projector and microphone, and allow time to ventilate and set up the room.

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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
Reserve venue
2
Set the date and program
2 people
3
Approach speakers
2 people
4
Collect presentations
5
Create a registration form
6
Send invitations
2 people
7
Place promotion
2 people
8
Process registrations
9
Collect dietary requirements
10
Schedule volunteers
2 people
11
Print the run sheet
12
Create signage
2 people
13
Prepare worksheets
2 people
14
Prepare name badges
15
Check the registration list
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Prepare snacks
3 people
19
Send speaker briefing
20
Open venue
2 people
21
Ventilate room
2 people
22
Set up tables
4 people
23
Set up chairs
4 people
24
Set up the reception table
2 people
25
Set up the catering table
3 people
26
Set out coffee and tea
2 people
27
Connect the projector
2 people
28
Test presentations
2 people
29
Test microphone
2 people
30
Check the lighting
2 people
31
Hang decorations
3 people
32
Set up waste stations
2 people
33
Check toilets
34
Display snacks
3 people
35
Brief the team
3 people

Event

36
Welcome visitors
4 people
37
Hand out name badges
2 people
38
Serve coffee and tea
2 people
39
Explain the program
40
Announce the speaker
41
Facilitate presentations
2 people
42
Collect questions from the audience
43
Serve break snacks
3 people
44
Refill drinks
2 people
45
Facilitate discussion tables
6 people
46
Note ideas on flip charts
6 people
47
Open the buffet
2 people
48
Restock the buffet
3 people
49
Collect tableware
2 people
50
Lead the voting round
2 people
51
Presenting action points
2 people
52
Facilitate informal conversations
3 people
53
Serve the last round
2 people
54
Wave goodbye to visitors
3 people

Aftercare

55
Chill leftovers
2 people
56
Sort waste
3 people
57
Clear tables and chairs
4 people
58
Wash dishes
3 people
59
Switch off equipment
2 people
60
Clean the room
3 people
61
Remove decorations
2 people
62
Lock up the venue
2 people
63
Dry and store materials
2 people
64
Return borrowed items
2 people
65
Distribute leftover food
2 people
66
Archive photos and ideas
67
Send thank-you message
68
Share action items by email

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Coat racksqty 2
Buffet tablesqty 3
Stoolsqty 12

Tableware

Reusable cupsqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 70
Tea glassesqty 70
Pouring jugsqty 8
Serving plattersqty 12

Kitchen

Hot water urnqty 2
Coffee makerqty 2
Coolersqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving spoonsqty 8

Equipment

Projector
Projection screen
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
HDMI cablesqty 2

Lighting

LED lightsqty 6

Decorations

Houseplantsqty 8
Reusable buntingqty 4
Tableclothsqty 10
Name card holdersqty 10

Office

Flip chartsqty 6
Markersqty 24
Sticky notesqty 20
Ballpoint pensqty 40
Name badgesqty 80
Voting stickersqty 400
Rolls of tapeqty 4
Scissorsqty 4

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Reusable cleaning clothsqty 12

Catering

Groceries

Tips

Set the date, programme and venue before sending invitations. Give yourself at least 4–6 weeks to approach speakers, collect presentations and arrange promotion.
Close registration early enough to plan the room and catering. Check the list, record dietary requirements, and prepare name badges and worksheets from the final numbers.
Ask speakers for their presentations before the event rather than waiting until arrival. Send a briefing with the running order, speaking times and technical details at least 3 days beforehand.
Test the projector, screen, HDMI cables, portable speaker and wireless microphone before guests arrive. Keep extension cords and power strips accessible, not across the main walking route.
Set up the reception and catering tables before opening the venue. Chill drinks, prepare snacks, check reusable cups and plates, and print the run sheet so volunteers know who handles each task.

Frequently asked questions

How far in advance should I organise a Green Ideas Evening?: Start 4–6 weeks before the event. That gives you time to reserve the venue, confirm speakers, open registration, promote the evening and arrange volunteers.
When should I send invitations for a Green Ideas Evening?: Send the first invitations about 3–4 weeks before the event, once the date, venue and main programme are confirmed. Send a reminder 5–7 days before registration closes.
How many drinks should I prepare for a Green Ideas Evening?: For the first hour, plan on 2–3 drinks per person, then adjust for the total programme length. Add coffee, tea and water, and buy extra if the evening includes a reception or extended discussion.
When should I test the presentation equipment?: Test the projector, screen, microphone, speaker and cables at least 60 minutes before guests arrive. Check the speakers’ files on the actual computer and keep a backup copy available.

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.