How to organise a heat pump evening

A heat pump evening works best when it combines a clear explanation with something people can see and measure. Start by fixing the date, venue and programme, then book a knowledgeable speaker and prepare a practical demonstration. Registration gives you the numbers you need for seating, refreshments and handouts, while collected questions help shape the presentation. In the final week, confirm attendees, test every presentation file and check that the demonstration equipment works 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 the date and program
2 people
2
Reserve the venue and hall
3
Book a speaker on heat pumps
4
Prepare technical demonstration
2 people
5
Write invitation text
6
Create a registration form
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Collect participants' questions
11
Review the presentation content
2 people
12
Collect supplier information
13
Confirm registrations
14
Send the final program
15
Check the shopping list
16
Do the shopping
2 people
17
Collect materials
2 people
18
Test presentation files
2 people
19
Print participant list
20
Prepare snacks
2 people
21
Chill drinks
22
Set out coffee and tea
2 people
23
Set up tables and chairs
3 people
24
Set up the presentation table
2 people
25
Set up projector and screen
2 people
26
Connect sound equipment
2 people
27
Set up heat pump demonstration
3 people
28
Place information signs
2 people
29
Set up registration desk
2 people
30
Fully test technical setup
2 people

Event

31
Receive participants
3 people
32
Register attendance
2 people
33
Serve coffee and tea
2 people
34
Give welcome speech
35
Give presentation on heat pumps
36
Serve snacks and drinks
2 people
37
Refill drinks
38
Provide a heat pump demonstration
2 people
39
Moderate the Q&A
2 people
40
Hand out information materials
2 people
41
Answer personal questions
3 people
42
Say goodbye to participants
2 people

Aftercare

43
Switch off equipment
2 people
44
Clean up materials and information
3 people
45
Wash dishes and glasses
2 people
46
Collect and remove waste
2 people
47
Clean the room
3 people
48
Put tables and chairs back
3 people
49
Return borrowed materials
2 people
50
Send thank-you message to participants
51
Answer outstanding questions
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Registration desk
Waste binsqty 4

Tableware

Reusable coffee cupsqty 60
Reusable glassesqty 60
Reusable platesqty 60
Reusable cutleryqty 60
Serving plattersqty 6
Coffee potsqty 3
Teapotsqty 2

Equipment

Projector
Projection screen
Laptop
Wireless microphoneqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Laser pointer
Heat pump demo model
Energy meterqty 2
Thermometerqty 2

Materials

Information leafletsqty 70
Attendance formsqty 3
Name badgesqty 60
Ballpoint pensqty 20
Notepadsqty 60
Directional signsqty 8
Checklist

Cleaning

Broom
Floor squeegee
Bucketsqty 2

Catering

Coolersqty 3
Thermos flasksqty 4
Groceries

Tips

Set the programme before sending invitations. Allow around 90 minutes for the presentation, demonstration and questions, then add time for arrival and informal conversation.
Ask for questions during registration and send them to the speaker at least one week before the event. This prevents the session from becoming too general and gives the speaker time to prepare useful answers.
Test the projector, laptop, speakers, wireless microphone and demonstration model two to three days beforehand. Check the energy meter and thermometer as well, because a demonstration that cannot produce a reading is difficult to explain.
Use registration numbers to plan the room and refreshments. Prepare the participant list, name badges, handouts and seating at least one day before, and keep a few extra copies for late additions.
Finish the practical setup 45 to 60 minutes before doors open. Put directional signs outside, arrange the presentation table, chill drinks and set out coffee, tea and snacks so the organiser is free to welcome participants.

Frequently asked questions

How far in advance should I organise a heat pump evening?: Start planning at least six weeks ahead. Book the venue and speaker first, then open registration and leave the final week for confirming attendees, checking dietary requirements and testing the technical setup.
How long should a heat pump evening last?: Plan for about two hours in total. A useful structure is 15 minutes for arrival, 45 minutes for the presentation, 20 minutes for the demonstration and 30 to 40 minutes for questions and discussion.
What should I prepare for a heat pump demonstration?: Prepare the heat pump demo model, energy meter and thermometer, and decide in advance what each reading will show. Run the full demonstration at least once before the event and keep extension cords and power strips available.
When should I send the final programme to participants?: Send it three to five days before the evening. Include the start time, venue details, programme, directions and any practical information participants need, and use the same moment to confirm their registration.

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.