Sustainability dialogue checklist

A sustainability dialogue needs more than a strong topic and a few speakers. You need a clear programme, a facilitator who can keep the discussion moving, working presentation equipment and accurate dietary information before catering is ordered. Use this checklist to work backwards from the event date: confirm the venue and equipment early, open registration in time, and leave a final week for technical checks and participant reminders. The event-day steps cover access, room ventilation, reception and catering setup.

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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

Confirm date and location
Set the program and discussion topics
2 people
Arrange a discussion facilitator
Invite speakers and panelists
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Check registrations and dietary requirements
2 people
Send reminder to participants
Confirm venue reservation
Confirm the equipment reservation
Collect presentations and videos
2 people
Check presentations technically
2 people
Prepare discussion questions
2 people
Prepare name badges
2 people
Print programs
Do the shopping
3 people
Chill drinks and food
2 people
Label catering by dietary requirement
2 people
Pick up venue keys
Open venue
2 people
Ventilate room
2 people
Set up the reception table
2 people
Arrange chairs in a circle
4 people
Set up tables for catering
3 people
Prepare registration supplies
2 people
Lay out name badges and programs
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Test microphones
2 people
Set up presentations
Set up flip charts and materials
2 people
Prepare coffee and tea
3 people
Set out buffet and snacks
3 people
Place recycling bins visibly
2 people
Check toilets
Brief reception team
3 people

Event

Welcome speakers
2 people
Register participants
3 people
Serve coffee and tea
3 people
Explain the opening and program
Introduce speakers
Guide the first substantive session
2 people
Refill drinks
2 people
Restock break snacks
2 people
Lead the break
3 people
Facilitate discussion tables
6 people
Collect discussion results
6 people
Open the buffet
2 people
Serve buffet and drinks
4 people
Replenish the buffet and tables
3 people
Collect tableware
2 people
Lead the second substantive session
2 people
Write action points on flip chart
2 people
Refill drinks
2 people
Facilitate the plenary Q&A
2 people
Serve the final drinks round
2 people
Summarize proceeds
2 people
Explain the wrap-up and next steps
Escort participants to the exit
2 people

Aftercare

Pack leftover catering safely
3 people
Switch off equipment
2 people
Wash dishes
4 people
Clear tables and chairs
4 people
Sort and remove waste
3 people
Clean the kitchen
3 people
Clean the room
3 people
Clean the restrooms
2 people
Carry out a site check
2 people
Lock up the venue
Return equipment
2 people
Return leftover materials
2 people
Send a thank-you message to the speakers
Share proceeds with participants
2 people
Send action items to those involved
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable coffee cupsqty 80
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving plattersqty 12
Coffee potsqty 4
Teapotsqty 3
Water jugsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speakerqty 2
Wireless microphonesqty 2
HDMI cableqty 2
Power stripsqty 6
Extension cordsqty 6
Rechargeable batteriesqty 12

Presentation

Flip chartsqty 6
Flip chart paperqty 8
Whiteboardsqty 3
Markersqty 30
Sticky notesqty 12
Pensqty 80
Adhesive tapeqty 6
Writing foldersqty 70

Registration

Name badge holdersqty 80
Registration formsqty 90
Program flyersqty 90
Directional signsqty 8

Decorations

Table runnersqty 10
Plantsqty 8

Lighting

LED table lampsqty 8

Kitchen

Coolersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Serving spoonsqty 8
Food labelsqty 40

Cleaning

Waste sorting binsqty 4
Reusable cleaning clothsqty 12
Bucketsqty 3
Mopsqty 3
Broom setsqty 2
Hand broomsqty 2

Catering

Groceries

Tips

Set the programme and discussion topics before inviting speakers. This gives panelists a clear brief and leaves time to prepare focused discussion questions rather than collecting them at the last minute.
Confirm the venue and equipment reservations at least 2 weeks before the dialogue. Check that the laptop, projector, screen, HDMI cable, microphones, speaker, power strips and extension cords are actually available together.
Close or review registrations 3 to 5 days before the event. Use the final numbers and dietary requirements to label catering clearly, then chill drinks and food only when you know what needs to be served.
Collect presentations and videos no later than 3 days before the event and test every file on the event laptop. Bring the correct adapters, spare rechargeable batteries and a backup way to display discussion questions.
Prepare name badges, printed programmes and the reception table before opening the room. On the day, pick up the keys, open and ventilate the venue, then arrange chairs, tables, writing materials and reusable tableware before participants arrive.

Frequently asked questions

How far in advance should I organise a sustainability dialogue?: Start at least 6 to 8 weeks before the event. Confirm the date, location, facilitator and speakers first, then allow 2 to 3 weeks for invitations and registrations.
When should I send invitations for a sustainability dialogue?: Send the first invitations 3 to 4 weeks before the event, once the programme and speakers are sufficiently confirmed. Send a reminder 3 to 5 days before the dialogue with the time, venue and practical details.
When should I check the presentations and videos?: Collect all presentations and videos at least 3 days before the event and run a technical check then. Test playback, sound, the projector connection and any embedded links on the laptop you will use.
How do I handle dietary requirements for the event catering?: Ask for dietary requirements during registration and review them 3 to 5 days before the event. Label the catering before serving and keep the final registration count with the catering setup.

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.