How to organise an Energy Café

An Energy Café works best when the programme, speakers and practical flow are fixed early. Start by reserving the venue, choosing the theme and confirming who will speak before you design the invitation. Use registration to collect dietary requirements and build the final participant list. On the day, allow time to arrange the reception desk, coffee station, buffet, information tables and presentation equipment 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
Reserve venue
2
Set the program and theme
2 people
3
Confirm speakers
4
Design invitation
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Create final participant list
9
Print the program
10
Prepare name badges
2 people
11
Do the shopping
2 people
12
Set up non-perishable supplies
13
Chill drinks
2 people
14
Prepare soup and bread
3 people
15
Open venue
2 people
16
Set up tables
4 people
17
Set out chairs
3 people
18
Set up information tables
2 people
19
Set up coffee station
2 people
20
Set up buffet
3 people
21
Hang decorations
2 people
22
Connect the technical equipment
2 people
23
Test presentations
2 people
24
Set up the reception desk
2 people

Event

25
Welcome visitors
3 people
26
Serve coffee and tea
2 people
27
Explain the program
28
Facilitate presentations
2 people
29
Refill drinks
2 people
30
Restock the buffet
2 people
31
Moderate questions and discussions
2 people
32
Collect used dishes
2 people
33
See off the last visitors
2 people
34
Register attendance
2 people
35
Hand out name stickers
36
Hand out information sheets
37
Refill the coffee maker
38
Check toilets

Aftercare

39
Clear away food and drinks
3 people
40
Disconnect equipment
2 people
41
Clear tables and chairs
4 people
42
Separate and dispose of waste
2 people
43
Wash dishes
3 people
44
Clean the venue
3 people
45
Check materials
2 people
46
Return materials
2 people
47
Handle lost and found
48
Keep leftovers refrigerated
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Reception desk
Coat rackqty 2
Waste binsqty 4

Tableware

Coffee mugsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Water jugsqty 8
Soup bowlsqty 70

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 6
Portable speaker

Kitchen

Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Name card holdersqty 10
Information boardsqty 6

Lighting

LED table lampsqty 6

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the theme and programme before sending invitations. Confirm speakers first, then include the session times and format so attendees know what they are registering for.
Close registrations early enough to prepare the final participant list, name badges and printed programmes. A two-day buffer gives you time to check names and dietary requirements.
Plan the room around the participant flow: reception desk at the entrance, information tables where people can stop, and the coffee station and buffet away from the presentation area.
Prepare soup and bread close to serving time, but set out non-perishable supplies earlier. Chill drinks in advance and keep hot soup and coffee in soup kettles or thermos flasks until needed.
Test the projector, laptop, HDMI cable, speaker and power connections before opening the venue. Run through every presentation rather than checking only that the screen turns on.

Frequently asked questions

How far in advance should I organise an Energy Café?: Reserve the venue and set the theme at least 6 to 8 weeks ahead. Confirm speakers before invitations go out, then leave 2 days between registration closing and printing the final list, name badges and programme.
When should I send invitations for an Energy Café?: Send invitations 4 to 6 weeks before the event, once the venue, programme and speakers are confirmed. Set a registration deadline about 5 to 7 days before the event so dietary requirements can be included in the catering plan.
How much time do I need to set up an Energy Café?: Allow at least 2 hours before guests arrive for tables, chairs, reception, information tables, coffee, buffet and decorations. Add another 30 minutes if you need to connect and test presentation equipment.
What food and drinks do I need for an Energy Café?: Plan coffee, tea and water for the full group, plus soup and bread if that is part of the programme. Prepare the serving area 30 to 45 minutes before the break, and keep drinks chilled until shortly before guests arrive.

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