How to organise an energy cooperative evening

An energy cooperative evening works best when the programme, speakers and registration process are settled before you promote it. Start by booking a suitable venue, then confirm the running order and technical requirements with every speaker. Open registration early enough to process questions and dietary needs, and send a reminder before the event. On the day, allow time to ventilate the room, arrange the seating, test the projector and microphones, and prepare refreshments before guests 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
Finalize the program
2 people
3
Confirm speakers
4
Draft invitations
2 people
5
Send invitations
6
Open the registration form
7
Post promotion online
8
Reach out to neighborhood organizations
2 people
9
Process registrations
10
Collect dietary requirements
11
Answer visitors' questions
12
Test the equipment
2 people
13
Collect presentations
14
Prepare handouts
2 people
15
Create floor plan
16
Assign volunteers
17
Confirm registrations
18
Send reminder
19
Do the shopping
2 people
20
Prepare snacks
3 people
21
Print presentation materials
22
Make name badges
2 people

Event

23
Hang up the program
2 people
24
Open venue
2 people
25
Ventilate room
26
Set up tables
3 people
27
Set out chairs
3 people
28
Set up the reception desk
2 people
29
Set up equipment
2 people
30
Load presentations
31
Test microphones
2 people
32
Set up lighting
33
Set up coffee station
2 people
34
Display snacks
2 people
35
Set up information tables
3 people
36
Lay out name badges
37
Brief volunteers
2 people
38
Welcome speakers
2 people
39
Register visitors
3 people
40
Serve welcome drinks
2 people
41
Host the opening
42
Explain the program
43
Guide the first presentation
2 people
44
Collect questions from the audience
2 people
45
Serve coffee break
3 people
46
Refill drinks
2 people
47
Facilitate the second presentation
2 people
48
Support workshop tables
6 people
49
Hand out worksheets
2 people
50
Collect results
3 people
51
Set up the buffet
4 people
52
Serve the buffet
4 people
53
Label diet meals
2 people
54
Refill drinks
2 people
55
Guide networking talks
3 people
56
Note action points
2 people
57
Present closing
58
Collect follow-up appointments
2 people
59
Wave goodbye to visitors
3 people

Aftercare

60
Collect tableware
3 people
61
Clear away food and drinks
3 people
62
Sort waste
2 people
63
Dismantle technical equipment
2 people
64
Clear tables and chairs
4 people
65
Wash dishes
3 people
66
Clean the room
3 people
67
Check materials
2 people
68
Lock up the venue
2 people
69
Send participant email
70
Reorder presentations
71
Handle lost and found
72
Return materials
2 people
73
Archive registration details

What to bring

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

Furniture

Tablesqty 10
Chairsqty 90
High tablesqty 6
Reception desk
Stoolsqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 100
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cablesqty 3
Extension cordsqty 6
Power stripsqty 6
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2
Flip chartsqty 6
Whiteboardqty 2
Laser pointerqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 2
Small bowlsqty 12
Kitchen towelsqty 8

Decorations

Name badge holdersqty 90
Name badgesqty 100
Tableclothsqty 10
Information boardsqty 8
Directional signsqty 8
Postersqty 12
Plantsqty 10

Lighting

LED lampsqty 8
Mood lightingqty 4
Battery lanternsqty 6

Office

Registration listsqty 6
Pensqty 100
Notepadsqty 100
Worksheetsqty 100
Sticky notesqty 20
Markersqty 24
Paper tapeqty 6
Scissorsqty 6
Clipboardsqty 10

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom and dustpanqty 2
Mop setsqty 2
Cleaning clothsqty 20

Catering

Groceries

Tips

Set the programme before sending invitations. Confirm each speaker, presentation format and speaking time at least 7 days beforehand so the printed programme and handouts match.
Open registration as soon as the venue and programme are fixed, ideally 3 to 4 weeks before the evening. Keep one list for registrations, questions, dietary requirements and final confirmations.
Check the room layout against the programme, not just the number of guests. Plan space for a reception desk, presentation screen, discussion areas and clear walkways before assigning tables and chairs.
Test the projector, laptop, HDMI cables, microphones, speakers and power strips before doors open. A 30-minute technical check can catch missing adapters, poor sound or cables that do not reach the equipment.
Buy and prepare refreshments after registration numbers are processed, with a small buffer for late arrivals. Set up coffee machines, kettles, thermos flasks, reusable cups, plates and serving utensils before the first session ends.

Frequently asked questions

How far in advance should I organise an energy cooperative evening?: Start planning at least 4 to 6 weeks before the event. Book the venue and confirm speakers first, then allow 3 to 4 weeks for invitations, registration and promotion.
When should I send invitations for an energy cooperative evening?: Send the first invitations 3 to 4 weeks in advance. Close or review registrations about 3 days before the event so you can confirm attendance, dietary requirements and refreshments.
How long should an energy cooperative evening last?: Plan for roughly 2 to 3 hours, including a short break for coffee and informal discussion. Keep individual presentations to 15 to 20 minutes unless the programme specifically requires longer sessions.
When should I test the equipment at the venue?: Test all presentation and audio equipment on the day, at least 30 minutes before opening the venue. Collect presentations no later than 24 hours beforehand so you can check files on the actual laptop and projector.

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.