How to organise a waste sorting evening

A waste sorting evening works best as a guided route rather than a series of separate talks. Start by fixing the date, venue and programme, then build the experience around the waste streams visitors will actually sort. Give the expert, signs, quiz and sample waste a clear place in the schedule. In the final week, confirm the dumpster, test the presentation and check every station before visitors 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 venue
3
Invite the waste expert
4
Draft invitations
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Develop the program and route
2 people
9
Determine waste streams
2 people
10
Collect sample waste
2 people
11
Make information signs
2 people
12
Create the quiz and worksheets
2 people
13
Confirm dumpster delivery
14
Check materials
2 people
15
Check the shopping list
16
Do the shopping
2 people
17
Chill drinks
2 people
18
Open venue
2 people
19
Set up tables and chairs
4 people
20
Set up waste sorting stations
3 people
21
Hang signs and directional arrows
2 people
22
Set up buffet and coffee corner
3 people
23
Test technology and presentation
2 people
24
Set up reception desk
2 people

Event

25
Welcome visitors
3 people
26
Explain the program and safety rules
27
Give waste sorting presentation
28
Sort the samples together
3 people
29
Serve break drinks and snacks
3 people
30
Refill drinks
2 people
31
Supervise practical assignment
4 people
32
Lead the quiz and Q&A
2 people
33
Serve the evening buffet
4 people
34
Check waste stations periodically
2 people
35
Answer visitor questions
2 people
36
Give thanks and follow-up tips

Aftercare

37
Close waste streams
3 people
38
Wash dishes
3 people
39
Clean the venue
4 people
40
Put furniture back
4 people
41
Pack up materials
3 people
42
Return bins and materials
2 people
43
Return borrowed items
2 people
44
Remove leftover and recyclable materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Reception desk
Tableclothqty 8
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving bowlsqty 8
Serving plattersqty 6
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 3

Tableware

Reusable mugsqty 60
Reusable glassesqty 60
Reusable platesqty 60
Reusable cutleryqty 60

Cleaning

Trash bins with lidsqty 8
Crates for waste streamsqty 8
Work glovesqty 12
Cleaning bucketsqty 3
Broom and dustpanqty 2
Mopsqty 3
Litter pickersqty 4

Decorations

Information boardsqty 10
Waste stream labelsqty 8
Route arrowsqty 12
Name badgesqty 60

Catering

Groceries

Tips

Plan the route before preparing the signs. Decide where visitors receive their worksheets, where they see the sample waste and where each waste stream is sorted, then add directional arrows so no group has to stop and ask where to go.
Use real sample waste, but prepare it in advance. Aim for one clearly recognisable example per waste stream plus a few tricky items for the quiz; check that nothing is sharp, leaking or unsafe before placing it at a station.
Give the waste expert a timed slot and a short brief. Allow around 20–30 minutes for the explanation and leave time afterwards for questions, rather than letting the introduction delay the sorting activity.
Complete the practical checks at least one day before the event. Confirm the dumpster delivery, check the laptop, projector, screen, microphone, extension cords and power strips, and make sure every station has its bin or crate and signs.
Set up the reception desk before arranging refreshments. Keep registrations and dietary requirements together, prepare the coffee corner and buffet separately, and chill drinks early enough that they are ready when visitors arrive.

Frequently asked questions

How long should a waste sorting evening last?: Allow about 2 to 2.5 hours, including the welcome, expert explanation, sorting route, quiz and questions. Keep the first 10 minutes for registration and the final 15 minutes for discussion and refreshments.
When should I invite the waste expert?: Confirm the expert before sending invitations, ideally at least 4 weeks before the event. The programme and route depend on the expert’s contribution, so do not leave this until the final week.
How many waste sorting stations do I need?: Set up one station for each waste stream you want visitors to identify, plus a clearly marked area for sample waste and quiz items. Check the final number after determining the waste streams, then prepare one labelled crate or bin per station.
When should I confirm dumpster delivery?: Confirm the delivery at least 3 working days before the event and check the access route with the venue. On the day, verify that the dumpster is in the agreed position before setting up the sorting stations.

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