How to organize a Day of Sustainability

Start by fixing the date, programme, venue and room layout before inviting anyone. Then book the workshops, publish the event, and track registrations so you can plan food, volunteers and materials from real numbers. A Day of Sustainability usually combines indoor sessions with an outdoor activity, so check power, equipment, waste streams and the weather in advance. Use the final week for confirmations and the last two days for fresh food and on-site setup.

Organize this event for free with Lizzt

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
Book activities and workshops
2 people
4
Send invitations
2 people
5
Publish event online
6
Process registrations
7
Collect dietary requirements
8
Assign volunteers
2 people
9
Check workshop materials
2 people
10
Determine waste streams
2 people
11
Calculate catering quantities
2 people
12
Take inventory of supplies
2 people
13
Reserve tables and chairs
14
Arrange cool boxes and thermoses
15
Arrange trash bins and signage
16
Check Power Outlets and Extension Cords
2 people
17
Collect presentations and quiz questions
2 people
18
Determine the route for the outdoor activity
2 people
19
Check the weather forecast
20
Print participant list
21
Do the shopping
3 people
22
Check fresh produce
2 people
23
Wash fruits and vegetables
2 people
24
Set out bread and toppings
2 people
25
Prepare salads and dips
3 people
26
Portion snacks
2 people
27
Make name tags and badges
2 people
28
Print program and route maps
29
Bundle materials per workshop
3 people
30
Charge phones and power banks
31
Open venue
2 people
32
Receive deliveries
2 people
33
Set up tables and chairs
4 people
34
Set up information stands
3 people
35
Set up workshop tables
4 people
36
Hang decorations
2 people
37
Set up signage
2 people
38
Set up waste sorting points
2 people
39
Test sound equipment
2 people
40
Set up presentations
2 people
41
Prepare coffee and tea
2 people
42
Chill drinks
2 people
43
Set up buffet
3 people
44
Lay out crockery and cutlery
2 people
45
Brief volunteers
2 people
46
Set up the registration table
2 people
47
Carry out the final safety check
2 people

Event

48
Welcome visitors
4 people
49
Register sign-ups
2 people
50
Explain the program
51
Handle the opening
2 people
52
Give sustainability presentation
2 people
53
Lead the composting workshop
2 people
54
Supervise the reuse workshop
2 people
55
Supervise children's activity
3 people
56
Serve coffee and tea
2 people
57
Serve snacks
2 people
58
Refill drinks
2 people
59
Check waste streams
2 people
60
Clean break tables
2 people
61
Supervise outdoor activity
3 people
62
Moderate the panel discussion
3 people
63
Restock the buffet
3 people
64
Serve dinner
4 people
65
Collect tableware
3 people
66
Host the quiz
2 people
67
Hand out prizes
2 people
68
Handle the closing
2 people
69
Wave goodbye to visitors
3 people

Aftercare

70
Carry out the first waste round
2 people
71
Clear the buffet
3 people
72
Wash dishes
3 people
73
Switch off equipment
2 people
74
Collect workshop materials
3 people
75
Clear tables and chairs
4 people
76
Remove decorations
2 people
77
Take waste to the collection point
2 people
78
Clean the venue
4 people
79
Return materials
2 people
80
Check refrigerated products
81
Distribute leftover food
2 people
82
Dispose of waste and recycling
2 people
83
Do final venue inspection
2 people
84
Send participant message

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 4
Registration desk
Buffet tablesqty 3
Workshop tablesqty 5
Stoolsqty 12
Tableclothsqty 12
Party tentsqty 2

Tableware

Reusable cupsqty 150
Reusable platesqty 130
Reusable cutleryqty 150
Coffee cupsqty 80
Tea glassesqty 60
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Water jugsqty 8
Thermos flasksqty 6
Washing-up bowlsqty 3

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Speakersqty 2
Projector
Projection screen
Laptop
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 30
Laptops for workshopsqty 4
Stopwatchesqty 3

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Ice packsqty 16
Food containersqty 12
Aluminum foilqty 2
Reusable cling filmqty 4

Decorations

Reusable buntingqty 8
Chalkboardsqty 8
Chalk markersqty 12
Name badgesqty 120
Table décorqty 12
Information boardsqty 10
Directional arrowsqty 12
Standsqty 10
Sticky notesqty 10
Clipboardsqty 6
Tapeqty 6
Ropeqty 3

Sports equipment

Work glovesqty 20
Litter pickersqty 10
Bucketsqty 8
Knee padsqty 10
Plant potsqty 30
Garden shovelsqty 12
Watering canqty 4
Compost binsqty 3
Craft matsqty 6
Apronsqty 12

Cleaning

Waste binsqty 10
Waste sorting binsqty 5
Litter pickersqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the programme before opening registration. Allow at least 15 minutes between workshops for people to move, reset tables and refill water, and decide where the outdoor activity starts and ends.
Use registration data to plan catering. Collect dietary requirements when people sign up, then calculate quantities for the confirmed headcount rather than guessing from the invitation list.
Assign volunteers to specific jobs and time slots. Have one person at the registration desk from 30 minutes before the start, and assign separate people to workshops, food service and waste stations.
Test every presentation and workshop setup before the event. Check the laptop, projector, screen, microphones, speakers, kettles, coffee machines and extension cords at least one day beforehand.
Make the low-waste system visible from the start. Place clearly labelled bins beside the food area, provide reusable cups, plates and cutlery, and keep washing-up bowls, coolers and thermos flasks where volunteers can reach them.

Frequently asked questions

How far in advance should I plan a Day of Sustainability?: Start planning at least 8 weeks ahead if you need to book workshops, invite participants and reserve furniture or equipment. Finalise the programme and venue layout about 4 weeks before the event.
When should I collect dietary requirements?: Ask for dietary requirements during registration and close the request window 7 days before the event. Use the final registration count to calculate catering quantities and label suitable food clearly.
How many volunteers do I need for a Day of Sustainability?: Plan for at least 1 volunteer at registration, 1 per active workshop, 1 person for catering and 1 for waste and room checks. For several simultaneous workshops, add one volunteer per extra room.
When should I check the weather for the outdoor activity?: Check the forecast 7 days before the event to identify risks, then check again 24 hours before starting. Keep the route, meeting point and an indoor alternative ready before the final check.

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.