How to organise a practical Sustainability Week

Start Sustainability Week with the date, programme and activity locations, then build the practical plan around them. Confirm workshop leaders and sustainable partners before opening registrations, because their availability shapes the schedule. In the final weeks, process sign-ups, collect dietary requirements and assign volunteers to specific activities. On the day, focus on clear routes, working presentation equipment, reusable tableware, chilled drinks and separate waste streams so the programme runs without last-minute fixes.

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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 activity locations
2 people
3
Check permits and notifications
2 people
4
Approach sustainable partners
2 people
5
Confirm the workshop leaders
2 people
6
Recruit volunteers
2 people
7
Write promotional copy
8
Send invitations
2 people
9
Open registrations
10
Publish the program online
11
Take inventory of supplies
2 people
12
Arrange suppliers for reuse
2 people
13
Process registrations
2 people
14
Collect dietary requirements
15
Assign volunteers
2 people
16
Check workshop materials
2 people
17
Create information boards
2 people
18
Create route and signage
2 people
19
Order catering
2 people
20
Determine waste streams
2 people
21
Do the shopping
3 people
22
Bring materials to the venue
4 people
23
Chill drinks
2 people
24
Clean the venue
3 people
25
Set up tables and chairs
4 people
26
Set up the tent and information points
4 people
27
Set up the workshop stations
4 people
28
Place waste bins and sorting stations
2 people
29
Hang up signage
2 people
30
Test the equipment and microphone
2 people
31
Prepare snacks
3 people
32
Set up the coffee and tea station
2 people
33
Set up the information table
2 people
34
Brief volunteers
2 people

Event

35
Staff the registration desk
2 people
36
Welcome visitors
3 people
37
Assist with opening program
2 people
38
Staffing the sustainability market
4 people
39
Lead the workshops
6 people
40
Manage the swap table
2 people
41
Supervise the repair station
3 people
42
Serve snacks
3 people
43
Refill drinks
2 people
44
Refill coffee and tea
2 people
45
Sort and empty waste
2 people
46
Check toilets
47
Support the evening program
3 people
48
Announce the closing
49
See visitors out
3 people

Aftercare

50
Store catering securely
2 people
51
Collect materials
4 people
52
Dismantle furniture
4 people
53
Switch off the equipment
2 people
54
Wash dishes
3 people
55
Take waste to the collection points
3 people
56
Clean the venue
4 people
57
Return materials
3 people
58
Return borrowed items
2 people
59
Distribute leftover food
2 people
60
Inform participants about what comes next

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Changing room screensqty 2
Clothes racksqty 3
Stoolsqty 12

Tableware

Reusable cupsqty 150
Reusable coffee cupsqty 80
Reusable platesqty 120
Reusable cutleryqty 150
Serving plattersqty 12
Coffee potsqty 4
Teapotsqty 3

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Portable speakersqty 2
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Laptop
Projector
Projection screen
Handheld megaphonesqty 2

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Serving tongsqty 8
Thermos flasksqty 6
Ice packsqty 24

Decorations

Information boardsqty 10
Presentation boardsqty 8
Chalkboardsqty 6
Recycling postersqty 12
Cotton buntingqty 6
Name badgesqty 100
Tableclothsqty 12
Chalk markersqty 12

Lighting

LED light stringsqty 6
LED lampsqty 8
Rechargeable lampsqty 6

Sports equipment

Bicycles for the energy experimentqty 2
Yoga and seat matsqty 20
Crates for game materialsqty 6

Catering

Water jugsqty 10
Tap installationsqty 2
Bread basketsqty 6
Cold buffet traysqty 4
Coffee filtersqty 200
Groceries

Cleaning

Waste binsqty 10
Compost binsqty 3
Litter pickersqty 6
Reusable cleaning clothsqty 20
Bucketsqty 4
Broom setsqty 3
Mopsqty 3

Tips

Set the programme before promoting the week. Confirm each workshop leader and location first, then publish the timetable and open registrations so attendees know exactly where to go.
Allow at least two weeks to recruit and brief volunteers. Assign named people to registration, room changes, signage, refreshments and waste collection rather than leaving jobs unallocated.
Check workshop materials and presentation equipment at least 48 hours before opening. Test the projector, screen, microphones, speakers, extension cords and power strips at the actual venue.
Use registrations to plan catering and seating. Collect dietary requirements before ordering, and prepare enough reusable cups, coffee cups, plates and cutlery for the busiest session rather than only the average one.
Create the waste plan before shopping. Mark each waste stream on information boards, place the containers along the route, and include a closing clean-up shift in the volunteer schedule.

Frequently asked questions

How far in advance should I organise Sustainability Week?: Start 8 to 12 weeks before the first activity. Use the first two weeks for dates, locations, permits and partners; confirm leaders and volunteers before opening registrations.
When should I open registrations for Sustainability Week?: Open registrations once the programme, locations and workshop leaders are confirmed, usually 4 to 6 weeks before the event. Close or review numbers 7 days before catering is ordered.
How many volunteers do I need for Sustainability Week?: Plan at least 1 volunteer per active workshop or activity area, plus 2 people for registration and 1 coordinator per shift. Add a separate closing team of 2 to 4 people for clearing materials and cleaning the venue.
When should I check the equipment and supplies?: Complete the inventory 7 days before the event and perform a full equipment test 48 hours beforehand. Bring materials to the venue at least 2 hours before the first activity, allowing time to set up tables, chairs, signage and refreshments.

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.