How to organise an energy-saving evening

An energy-saving evening needs more than a talk and a few energy meters. Start by fixing the programme, collecting registrations and dietary requirements, then confirm speakers and test every presentation before the event. On the day, use the room layout to make demonstrations easy to see, keep refreshments simple, and check that extension cords and equipment are safe and efficient. This order prevents the common last-minute problems: missing materials, untested microphones and a reception desk that is not ready when 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
Send invitations
2 people
2
Process registrations
2 people
3
Collect dietary requirements
4
Make reservations
5
Print the program
6
Collect speaker information
7
Check presentations
2 people
8
Do the shopping
3 people
9
Collect materials
3 people
10
Prepare name badges
2 people
11
Print worksheets
2 people
12
Prepare catering
3 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Open venue
2 people
16
Check rooms
2 people
17
Set up tables
4 people
18
Set out chairs
4 people
19
Set up the presentation area
2 people
20
Test the equipment
2 people
21
Set up information tables
3 people
22
Hang decorations
2 people
23
Set out coffee and tea
2 people
24
Set up reception desk
2 people

Event

25
Welcome visitors
3 people
26
Hand out name badges
2 people
27
Serve welcome drinks
2 people
28
Handle the opening
29
Give a presentation on energy saving
2 people
30
Moderate the Q&A
2 people
31
Staff information booths
5 people
32
Lead the energy-saving quiz
2 people
33
Refill drinks
2 people
34
Serve snacks
3 people
35
Set up the buffet
3 people
36
Serve the buffet
4 people
37
Restock plates and cutlery
2 people
38
Lead the energy meter workshop
3 people
39
Give personal advice
4 people
40
Answer final questions
2 people
41
Handle the thank-you and closing
42
Wave goodbye to visitors
3 people

Aftercare

43
Collect materials
4 people
44
Wash dishes
3 people
45
Sort waste
2 people
46
Clear tables and chairs
4 people
47
Switch off equipment
2 people
48
Clean rooms
4 people
49
Lock up the venue
2 people
50
Return borrowed items
2 people
51
Store leftovers safely
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 4
Information desk
Clothing rack

Tableware

Reusable glassesqty 80
Coffee cupsqty 70
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Serving spoonsqty 6

Equipment

Projector
Projection screen
Laptop
Wireless microphonesqty 2
Speakersqty 2
Energy metersqty 6
Extension cordsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3

Decorations

Reusable buntingqty 3
Information boardsqty 6
Name badgesqty 80
Tableclothsqty 8

Lighting

LED lampsqty 6
LED light stringsqty 3

Cleaning

Waste bins for waste separationqty 4
Reusable cleaning clothsqty 12
Dishpanqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the evening. Use the final list to prepare name badges, print worksheets and confirm dietary requirements with the catering team.
Collect speaker information and presentations 3 days in advance. Test the laptop, projector, projection screen, speakers and wireless microphones together rather than checking each item separately.
Open the venue 2 hours before visitors arrive. Use the first 30 minutes to check rooms, then set up tables, chairs, the presentation area and information tables before decorating.
Plan the demonstration area around the energy meters and extension cords. Keep cables out of walkways, leave clear access to the equipment, and place information boards where people can read them without blocking the room.
Prepare coffee, tea, chilled drinks and snacks no later than 30 minutes before the start. Put reusable glasses, cups, plates and cutlery where guests can serve themselves, and keep a small reserve of each item nearby.

Frequently asked questions

How far in advance should I send invitations for an energy-saving evening?: Send invitations 3 to 4 weeks before the event, then close registrations about 7 days beforehand. That gives you time to process attendees, collect dietary requirements and print badges and worksheets.
When should I test the presentation equipment?: Check all presentations and test the laptop, projector, screen, speakers and microphones at least 3 days before the event. Run a second 30-minute test after the room is set up on the day, because cable length and placement can change the result.
How early should I arrive to set up an energy-saving evening?: Plan to open the venue 2 hours before the first guest arrives. Allow roughly 60 minutes for furniture and presentation equipment, 30 minutes for information tables and reception, and 30 minutes for coffee, drinks and final checks.
How many reusable glasses, cups and plates do I need?: Prepare one set per expected guest, plus around 10% extra for breakage, delayed collection or guests using a second item. For 40 guests, that means 44 glasses, cups and plates, with matching cutlery where food is served.

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.