How to organise a sustainability dialogue

A sustainability dialogue needs more structure than a standard reception: participants must know what they are there to discuss, and the room must support focused conversation. Start by fixing the date and venue, then build the programme around a few clear discussion topics. Confirm the facilitator and speakers before sending invitations, and use registration to collect dietary requirements and practical details. The final checks should cover presentations, microphones, projection, room ventilation and reusable catering items.

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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
Confirm date and location
2
Set the program and discussion topics
2 people
3
Arrange a discussion facilitator
4
Invite speakers and panelists
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Check registrations and dietary requirements
2 people
11
Send reminder to participants
12
Confirm venue reservation
13
Confirm the equipment reservation
14
Collect presentations and videos
2 people
15
Check presentations technically
2 people
16
Prepare discussion questions
2 people
17
Prepare name badges
2 people
18
Print programs
19
Do the shopping
3 people
20
Chill drinks and food
2 people
21
Label catering by dietary requirement
2 people
22
Pick up venue keys
23
Open venue
2 people
24
Ventilate room
2 people
25
Set up the reception table
2 people
26
Arrange chairs in a circle
4 people
27
Set up tables for catering
3 people
28
Prepare registration supplies
2 people
29
Lay out name badges and programs
2 people
30
Set up projector and screen
2 people
31
Connect the sound system
2 people
32
Test microphones
2 people
33
Set up presentations
34
Set up flip charts and materials
2 people
35
Prepare coffee and tea
3 people
36
Set out buffet and snacks
3 people
37
Place recycling bins visibly
2 people
38
Check toilets
39
Brief reception team
3 people

Event

40
Welcome speakers
2 people
41
Register participants
3 people
42
Serve coffee and tea
3 people
43
Explain the opening and program
44
Introduce speakers
45
Guide the first substantive session
2 people
46
Refill drinks
2 people
47
Restock break snacks
2 people
48
Lead the break
3 people
49
Facilitate discussion tables
6 people
50
Collect discussion results
6 people
51
Open the buffet
2 people
52
Serve buffet and drinks
4 people
53
Replenish the buffet and tables
3 people
54
Collect tableware
2 people
55
Lead the second substantive session
2 people
56
Write action points on flip chart
2 people
57
Refill drinks
2 people
58
Facilitate the plenary Q&A
2 people
59
Serve the final drinks round
2 people
60
Summarize proceeds
2 people
61
Explain the wrap-up and next steps
62
Escort participants to the exit
2 people

Aftercare

63
Pack leftover catering safely
3 people
64
Switch off equipment
2 people
65
Wash dishes
4 people
66
Clear tables and chairs
4 people
67
Sort and remove waste
3 people
68
Clean the kitchen
3 people
69
Clean the room
3 people
70
Clean the restrooms
2 people
71
Carry out a site check
2 people
72
Lock up the venue
73
Return equipment
2 people
74
Return leftover materials
2 people
75
Send a thank-you message to the speakers
76
Share proceeds with participants
2 people
77
Send action items to those involved
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving plattersqty 12
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphonesqty 2
HDMI cableqty 2
Power stripsqty 6
Extension cordsqty 6
Rechargeable batteriesqty 12

Presentation

Flip chartsqty 6
Flip chart paperqty 8
Whiteboardsqty 3
Markersqty 30
Sticky notesqty 12
Pensqty 80
Adhesive tapeqty 6
Writing foldersqty 70

Registration

Name badge holdersqty 80
Registration formsqty 90
Program flyersqty 90
Directional signsqty 8

Decorations

Table runnersqty 10
Plantsqty 8

Lighting

LED table lampsqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8
Food labelsqty 40

Cleaning

Waste sorting binsqty 4
Reusable cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand broomsqty 2

Catering

Groceries

Tips

Set the discussion format before inviting speakers. Decide how much time goes to opening remarks, panel contributions, questions and audience discussion, then give each speaker a clear role and time limit.
Open registration as soon as the programme and venue are stable. Review registrations at least 7 days before the dialogue so dietary requirements can be passed to catering and labels can be prepared.
Test every presentation and video on the actual laptop and projector before participants arrive. Check the HDMI connection, sound through the portable speaker, wireless microphones, power strips and extension cords.
Plan the room for participation, not just presentation. Place chairs so attendees can see the speakers and each other, keep flip charts or whiteboards accessible, and prepare markers, sticky notes and pens before opening the venue.
Allow a final setup window of at least 90 minutes. Pick up the keys, ventilate the room, arrange the reception table, chill drinks and food, and place name badges and printed programmes where participants enter.

Frequently asked questions

How far in advance should I organise a sustainability dialogue?: Start at least 6 to 8 weeks ahead if speakers, a facilitator and a venue are involved. Send invitations once the date, location and core discussion topics are confirmed, leaving at least 2 weeks for registrations.
How many discussion topics should a sustainability dialogue have?: Use 2 to 4 main topics for a half-day dialogue. Fewer, clearly framed questions usually create more useful discussion than a long list of loosely connected subjects.
When should I collect dietary requirements?: Ask for dietary requirements on the registration form and review them 7 days before the event. Check the final registrations again before shopping, then label catering clearly when it arrives.
How much time do I need to set up the venue?: Reserve at least 90 minutes for setup, and 2 hours if you are testing projection, videos and microphones or arranging discussion materials. Keep a separate 15-minute check immediately before doors open.

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.