How to organise an energy challenge that runs smoothly

Start by fixing the date, programme and venue before inviting anyone. An energy challenge usually combines a quiz, demonstrations and physical activities, so plan the room, power supply and timing together. Confirm facilitators early, collect dietary requirements during registration and publish the programme online. In the final week, test the presentations and quiz, charge equipment, prepare snacks and move all materials to the venue. On the day, allow enough time to set up tables, activity stations and tents before participants 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
Determine venue and room layout
2 people
3
Check permits and notifications
4
Confirm speakers and facilitators
2 people
5
Confirm reservations
6
Send invitations
2 people
7
Register sign-ups
8
Collect dietary requirements
9
Publish the program online
10
Prepare registration forms
2 people
11
Create an energy quiz
2 people
12
Check workshop materials
2 people
13
Demonstrate energy consumption
2 people
14
Purchase prizes for the challenge
15
Check the shopping list
2 people
16
Do the shopping
2 people
17
Bring materials to the venue
3 people
18
Chill drinks
2 people
19
Wash fruit and vegetables
2 people
20
Prepare snacks
3 people
21
Test presentations and quiz
2 people
22
Charge equipment

Event

23
Open venue
2 people
24
Set up tables and chairs
4 people
25
Build party tents
4 people
26
Set up registration desk
2 people
27
Set up info stands
4 people
28
Set up workshop tables
3 people
29
Set up the energy experiments
3 people
30
Test sound system
2 people
31
Connect lighting
2 people
32
Set up the catering buffet
3 people
33
Set up waste stations
2 people
34
Give volunteer briefing
3 people
35
Receive participants
4 people
36
Register participants
3 people
37
Deliver the welcome speech
38
Explain the challenge tasks
2 people
39
Lead the energy quiz
2 people
40
Guide the energy experiments
4 people
41
Lead the workshops
4 people
42
Serve coffee and tea
2 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Collect waste separately
2 people
46
Give energy advice
3 people
47
Lead the break activity
2 people
48
Serve a sustainable meal
4 people
49
Restock plates and cutlery
2 people
50
Provide music
51
Supervise the final task
3 people
52
Collect challenge points
2 people
53
Determine the winners
3 people
54
Present prizes
2 people
55
Deliver the thank-you speech
56
See participants off
3 people

Aftercare

57
Clear away food and drinks
3 people
58
Switch off equipment
2 people
59
Wash dishes
3 people
60
Collect waste
3 people
61
Clear tables and chairs
4 people
62
Take down party tents
4 people
63
Clean the venue
3 people
64
Return materials
3 people
65
Return borrowed items
2 people
66
Store leftover stock
2 people
67
Share photos and results
68
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 100
Beer tablesqty 4
Buffet tablesqty 4
Tableclothsqty 12
Stoolsqty 12

Equipment

Laptopqty 2
Projector
Projection screen
Portable speakersqty 2
Wireless microphoneqty 2
Extension cordsqty 6
Power stripsqty 8
Energy metersqty 6
USB chargersqty 6
Power banksqty 4

Lighting

LED string lightsqty 6
LED lightsqty 10
Rechargeable lampsqty 6

Sports equipment

Bike-powered generatorqty 2
Pedal kartsqty 2
Stopwatchesqty 4
Conesqty 20
Assignment cardsqty 100
Scoreboardsqty 6
Markersqty 20

Tableware

Reusable drinking glassesqty 120
Reusable platesqty 120
Reusable cutleryqty 120
Coffee cupsqty 80
Tea glassesqty 60

Kitchen

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Thermometerqty 2

Decorations

Info boardsqty 12
Directional signsqty 10
Name badgesqty 120
Chalkboardsqty 6
Pen setsqty 10
Buntingqty 6
Prize trophiesqty 6

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Litter pickersqty 2
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 3
Hand broomsqty 3
Microfiber clothsqty 20

Catering

Groceries

Tips

Build the programme around short activity blocks rather than one long session. Leave at least 10 minutes between the energy quiz, demonstrations and physical challenges so groups can move and instructions can be repeated.
Check power needs at the venue before buying or packing equipment. Test the laptop, projector, screen, speakers, microphone, energy meters and extension cords together at least one day before the event.
Give each physical challenge a clearly marked station. Prepare cones, assignment cards, stopwatches and scoreboards in separate sets so teams can start without waiting for materials.
Plan food and drinks by registration numbers, not rough estimates. Collect dietary requirements when people sign up, wash fruit and vegetables in advance, and chill drinks before opening the venue.
Set up and test the scoring system before participants arrive. Decide who records results, place markers and scoreboards where everyone can see them, and keep prizes ready for the final challenge results.

Frequently asked questions

How far in advance should I organise an energy challenge?: Start planning at least 6 to 8 weeks ahead. Use the first two weeks to confirm the date, venue, programme and facilitators, then open registration and order or gather the required equipment.
How long should an energy challenge last?: Allow around 3 to 4 hours for registration, the energy quiz, demonstrations, physical challenges and breaks. Add at least 30 minutes before the start for setup and equipment testing.
What equipment do I need for an energy challenge?: Plan for presentation equipment, energy meters, power strips and extension cords, plus activity materials such as cones, stopwatches, assignment cards and scoreboards. For a group of 20 to 30 people, prepare enough materials for 3 to 5 simultaneous teams.
When should I test the presentations and quiz?: Run a complete test 24 hours before the event, including sound, projection, quiz answers and power connections. Repeat a short check when you arrive, before participants enter.

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.