How to organise an Environment Night

An Environment Night works best when the programme, practical setup and visitor flow are planned together. Start by fixing the date, venue and programme, then secure speakers and workshop leaders before opening registration. In the weeks before the event, organise promotion, dietary information, catering, equipment and waste collection. The final days are for checking registrations, collecting materials, testing presentations and preparing the room so the evening can start on time.

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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
Reserve venue
3
Check permits
4
Approach speakers
2 people
5
Confirm workshop leaders
2 people
6
Publish the program online
7
Send invitations
2 people
8
Open the registration form
9
Distribute promotional posters
3 people
10
Schedule social media
11
Process registrations
12
Collect dietary requirements
13
Reserve equipment
14
Order catering
2 people
15
Determine waste streams
2 people
16
Select workshop materials
2 people
17
Collect presentations
18
Print the run sheet
19
Confirm registrations
20
Do the shopping
2 people
21
Collect materials
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Test the equipment
2 people
25
Open venue
2 people
26
Set up tables
3 people
27
Set up chairs
3 people
28
Set up information tables
3 people
29
Set up waste stations
2 people
30
Hang up decorations
2 people
31
Set up presentations
2 people
32
Set up registration desk
2 people
33
Set up coffee station
2 people
34
Set up the buffet
3 people
35
Check the sound level
2 people
36
Brief volunteers
2 people

Event

37
Welcome visitors
4 people
38
Register attendance
2 people
39
Explain the program
40
Serve coffee and tea
3 people
41
Deliver the opening presentation
2 people
42
Collect questions from the audience
43
Open the buffet
2 people
44
Serve snacks
3 people
45
Refill drinks
2 people
46
Lead the workshops
6 people
47
Check waste streams
2 people
48
Replenish informational materials
49
Moderate the panel discussion
2 people
50
Answer audience questions
3 people
51
Handle the closing
52
See visitors out
3 people

Aftercare

53
Clear away food and drinks
3 people
54
Wash dishes
3 people
55
Sort waste
3 people
56
Dismantle furniture
4 people
57
Pack up equipment
2 people
58
Clean the venue
4 people
59
Remove decorations
2 people
60
Return borrowed items
2 people
61
Distribute leftover food
2 people
62
Take waste to the collection point
2 people
63
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 3
Clothes racksqty 2
Tableclothsqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Coffee cupsqty 70
Tea glassesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Measuring cupsqty 3
Coolersqty 4
Serving jugsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Presentation clicker
Flip chartqty 2
Flipchart markersqty 12

Workshop materials

Work tablesqty 4
Floor matsqty 12
Garden glovesqty 20
Reusable potsqty 30
Seed traysqty 30
Plant labelsqty 40
Ropeqty 4
Scissorsqty 12
Brushesqty 20
Mixing bowlsqty 8
Measuring spoonsqty 8
Growing soilqty 6
Organic seedsqty 12
Wooden name badgesqty 80

Decorations

Plantsqty 12
Chalkboardsqty 6
Reusable buntingqty 4
Serving traysqty 6

Registration

Name badgesqty 80
Badge holdersqty 80
Pen setsqty 20
Clipboardsqty 6
Attendance listsqty 6
Program leafletsqty 80
Information leafletsqty 150
Stickersqty 200
Donation box

Waste

Waste binsqty 6
Cardboard binsqty 3
Compost bin
Litter pickersqty 4
Cratesqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Lighting

LED lampsqty 8
LED string lightsqty 4

Safety

Cable matsqty 8
Marking tapeqty 4
Flashlightsqty 4

Catering

Groceries

Tips

Set the programme before promoting the event. Confirm speakers and workshop leaders first, then publish the online programme and open registration so attendees know what they are signing up for.
Check permits and venue requirements early, ideally several weeks before the event. This is easy to overlook when the focus is on talks and workshops, but it can affect opening hours, equipment and waste arrangements.
Collect dietary requirements when people register, then give the final numbers to the caterer before ordering. Keep reusable plates, bowls, cups and serving utensils ready so catering does not depend on disposable items at the last minute.
Test the laptop, projector, screen, speakers and microphones at the venue before doors open. Run through at least one presentation and check that every workshop leader has supplied the correct materials.
Plan waste streams before buying or ordering supplies. Place clearly marked collection points where food and drinks are served, and include the waste instructions in the room setup rather than explaining them only during the event.

Frequently asked questions

How far in advance should I organise an Environment Night?: Start at least 8 weeks before the event. Use the first 2 weeks to confirm the date, venue, permits, programme, speakers and workshop leaders; allow the remaining time for promotion, registration and logistics.
When should I open registration for an Environment Night?: Open registration as soon as the programme and main contributors are confirmed, usually 4 to 6 weeks before the event. Close or review registrations 3 to 5 days beforehand so catering and seating numbers are accurate.
How many drinks should I plan for an Environment Night?: For a 2-hour evening, plan roughly 2 drinks per person, plus hot drinks if workshops or talks run longer. Add a small buffer of about 10% and chill the drinks before guests arrive.
When should I test the equipment for an Environment Night?: Test the laptop, projector, screen, speakers and microphones on site at least 1 day before the event, or 2 hours before opening if that is not possible. Check every presentation and keep the run sheet available for the person managing the programme.

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