How to organise a water-saving evening

Start by fixing the venue, audience and running order before buying materials or sending invitations. Build the evening around short demonstrations, a practical workshop and a water-saving quiz, then allow time for questions and informal discussion. Confirm speakers, dietary requirements and equipment early, especially the projector, sound system and water-flow meters. On the day, set up the registration desk, demo tables and refreshments before visitors arrive, and test every demonstration with the actual equipment.

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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 venue and hall
2
Finalize the program and speakers
2 people
3
Publish registration form
4
Send invitations
2 people
5
Confirm speakers and demonstrators
6
Process registrations
7
Collect dietary requirements
8
Put together the water-saving quiz
2 people
9
Prepare workshop materials
2 people
10
Prepare demonstrations
2 people
11
Plan catering and groceries
2 people
12
Test projector and laptop
13
Arrange access and key handover
14
Send a reminder to visitors
15
Do the shopping
2 people
16
Gather materials and equipment
2 people
17
Print presentations and worksheets
18
Lay out the visitor list and badges

Event

19
Check the hall and escape routes
2 people
20
Set up tables and chairs
4 people
21
Connect projection and sound
2 people
22
Set up demo tables
3 people
23
Set up the registration desk
2 people
24
Prepare coffee and tea
2 people
25
Set out snacks and fruit
3 people
26
Welcome and register visitors
3 people
27
Deliver the opening presentation
2 people
28
Lead the water-saving workshop
3 people
29
Serve vegetarian meal
4 people
30
Refill drinks
2 people
31
Lead the water-saving quiz
2 people
32
Provide practical demonstrations
3 people
33
Moderate the Q&A
2 people
34
Distribute the closing items and materials
2 people

Aftercare

35
Collect tableware and kitchen supplies
3 people
36
Sort and remove waste
2 people
37
Clear and clean the hall
4 people
38
Switch off and pack up equipment
2 people
39
Return borrowed materials
2 people
40
Store leftover groceries

What to bring

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

Furniture

Chairsqty 70
Tablesqty 8
Tableclothsqty 8
Registration desk

Tableware

Reusable glassesqty 80
Reusable platesqty 80
Reusable cutleryqty 80
Coffee cupsqty 60
Serving plattersqty 8
Water jugsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Kettleqty 2
Coffee makerqty 2
Flip chartqty 2
Flipchart standsqty 2
Water flow metersqty 4
Shower timersqty 6
Water-saving aeratorsqty 6
Laptop chargersqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Storage binsqty 12
Serving spoonsqty 8
Measuring cupsqty 6
Bucketsqty 6
Stopwatchesqty 6

Decorations

Water-saving postersqty 12
Reusable bannersqty 3
Name badgesqty 80
Table numbersqty 8

Cleaning

Waste binsqty 4
Recycling binsqty 3
Washing-up basinsqty 2
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop and bucketqty 2

Groceries

Groceries

Tips

Set the programme before opening registration. Give each speaker a fixed time slot and leave at least 15 minutes for questions, demonstrations or delays.
Send the invitation as soon as the venue and speakers are confirmed, then send a reminder 2–3 days before the event. Ask for dietary requirements during registration rather than by separate email.
Test the laptop, projector, speakers, extension cords and power strips at least one day beforehand. Run through every demonstration, including the water-flow meters and shower timers, so missing adapters or batteries are found in time.
Prepare the quiz, worksheets and workshop materials in separate labelled piles before the day starts. Print 10% more copies than the number of registered visitors to cover late arrivals and damaged sheets.
Plan refreshments around reusable tableware and water jugs. Prepare coffee and tea shortly before the start, and put snacks and fruit out after the main setup so they do not sit uncovered while tables are being arranged.

Frequently asked questions

How far in advance should I plan a water-saving evening?: Start 4–6 weeks ahead if speakers and a venue are needed. Confirm the hall, programme and speakers first, then open registration and order or gather the workshop and demonstration materials.
How long should a water-saving evening last?: Allow about 2–3 hours, including a welcome, quiz, demonstrations, workshop time and questions. Schedule setup 90 minutes before visitors arrive so the registration desk, seating, projection and demo tables can be tested.
What should I prepare for a water-saving demonstration?: Prepare each demonstration with its equipment, instructions and a backup explanation that works without power. Test the water-flow meters and shower timers at least one day before the event, not when visitors are already waiting.
When should I send a reminder to registered visitors?: Send the reminder 2–3 days before the evening. Include the start time, venue access details, parking or public transport information, and a request to arrive 10–15 minutes early for registration.

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