How to organise a Sustainability Day

A Sustainability Day works best when the programme, venue and practical arrangements are fixed in that order. Start by choosing the date, confirming the rooms and checking whether permits or notifications are needed. Then publish the programme, open registrations and collect dietary requirements before ordering food. The final week is for confirming workshop leaders, checking materials, preparing signs and badges, and setting up reusable tableware, food stations and waste separation.

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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
Confirm venue and rooms
3
Check permits and notifications
4
Publish the program online
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Confirm workshops and facilitators
2 people
10
Make reservations
11
Calculate catering quantities
2 people
12
Confirm supplier agreements
13
Check the purchase list
2 people
14
Do the shopping
3 people
15
Collect fresh produce
2 people
16
Check materials
2 people
17
Sort workshop materials
2 people
18
Prepare name badges
19
Print program leaflets
20
Make route signs
2 people
21
Hang up the waste separation plan
22
Chill drinks
2 people
23
Wash and cut vegetables
4 people
24
Prepare soup
3 people
25
Prepare sandwiches and wraps
4 people
26
Set up the buffet
3 people
27
Set out coffee and tea
2 people
28
Set up tables and chairs
4 people
29
Set up workshop tables
3 people
30
Connect the technical equipment
2 people
31
Test presentations
2 people
32
Check the lighting
2 people
33
Hang decorations
3 people
34
Set up information table
2 people
35
Set up registration desk
2 people
36
Set up waste stations
2 people
37
Check toilets
38
Brief volunteers
2 people

Event

39
Staff the reception desk
2 people
40
Register visitors
2 people
41
Hand out program brochures
42
Deliver the opening presentation
2 people
43
Lead the workshops
6 people
44
Staff info desks
4 people
45
Serve coffee and tea
2 people
46
Refill drinks
2 people
47
Collect tableware
2 people
48
Clear work tables between tasks
3 people
49
Refill buffet
3 people
50
Serve the meal
4 people
51
Check waste streams
2 people
52
Support the evening program
3 people
53
Answer visitors' questions
2 people
54
Adjust lighting level
55
Handle the final drinks round
2 people
56
Guide visitors to the exit
2 people

Aftercare

57
Chill leftover food
3 people
58
Switch off equipment
2 people
59
Wash dishes
4 people
60
Clear tables and chairs
4 people
61
Collect workshop materials
3 people
62
Dispose of waste separately
3 people
63
Clean the venue
4 people
64
Clean the restrooms
2 people
65
Remove decorations
2 people
66
Store materials dry and clean
3 people
67
Return borrowed items
2 people
68
Donate leftover materials
2 people
69
Archive photo and program materials

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Lounge sofasqty 4
Foldable tablesqty 4
Bar stoolsqty 8
Coat racksqty 3
Stoolsqty 20
Tableclothsqty 12

Tableware

Reusable platesqty 140
Reusable bowlsqty 120
Reusable glassesqty 180
Coffee cupsqty 100
Knivesqty 140
Forksqty 140
Spoonsqty 140
Teaspoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8

Kitchen

Soup bowlsqty 8
Soup kettlesqty 3
Food warmersqty 4
Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Coolersqty 6
Thermos flasksqty 8
Water jugsqty 12
Drink dispensersqty 4
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 4
Refrigeratorsqty 2
Projector
Projection screen
Laptop
Portable speakerqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 8

Lighting

LED lightsqty 12
LED garlandsqty 6
Desk lampsqty 4

Decorations

Reusable buntingqty 6
Plantsqty 12
Chalkboardsqty 8
Chalk markersqty 12
Table décorqty 12

Communication

Name badgesqty 120
Badge holdersqty 120
Program boardsqty 6
Directional signsqty 10
Information leafletsqty 150
Markersqty 24
Pensqty 50

Sports equipment

Workshop tablesqty 8
Garden glovesqty 30
Hand shovelsqty 20
Watering canqty 6
Sewing machinesqty 4
Sewing scissorsqty 12
Hammerqty 6
Screwdriversqty 12

Cleaning

Waste binsqty 12
Compost binsqty 4
Cleaning bucketsqty 6
Mopsqty 6
Broom setsqty 4
Litter pickersqty 4
Reusable cleaning clothsqty 30
Washing-up tubsqty 4

Catering

Groceries

Tips

Build the programme before sending invitations. Confirm each workshop and facilitator first, then publish the timetable so attendees know which sessions require registration.
Close registrations early enough to calculate catering quantities. Use the final participant list and dietary requirements to plan soup, sandwiches, wraps, drinks and suitable alternatives rather than guessing on the day.
Check every room against the workshop setup at least 3–5 days beforehand. Count tables, chairs and workshop materials, and decide where lounge seating, coat racks and serving areas will go.
Prepare the low-waste details before suppliers arrive. Confirm reusable plates, bowls, glasses and coffee cups, then put up the waste separation plan and route signs before the first guests enter.
Do food preparation in stages on the day. Chill drinks, wash and cut vegetables, prepare the soup, and assemble sandwiches or wraps close to serving time; keep hot food in soup kettles or food warmers.

Frequently asked questions

How far in advance should I plan a Sustainability Day?: Start planning at least 6–8 weeks ahead. Fix the date, venue and programme first, then allow time for permits, workshop confirmations, invitations, registrations and supplier agreements.
When should I close registrations for a Sustainability Day?: Close registrations 5–7 days before the event if possible. That gives you a reliable participant count for catering, name badges, programme leaflets, room layouts and dietary requirements.
How much food should I prepare for a Sustainability Day?: Base the quantities on the final participant list and add a small buffer of about 5–10% rather than preparing for an entire extra group. Plan drinks separately, with roughly 2–3 drinks per person for the first hour and water available throughout.
What should I check the day before a Sustainability Day?: Spend 1–2 hours checking the purchase list, workshop materials, reusable tableware, signs, badges and printed programmes. Also confirm deliveries, chill drinks, and make sure every room has the furniture and equipment needed for its session.

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.