Sustainability lecture checklist

Use this checklist to organise a sustainability lecture from the first booking to the final room check. Start by securing the room and speaker, then build the programme, open registration, and confirm attendance details. In the final week, check the presentation, catering numbers, dietary requirements, equipment, signage, and volunteer roles. On the day, allow time to arrange the seating, registration desk, projector, sound system, and reusable catering supplies before guests 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

Reserve the room
Confirm the speaker
Finalize the program
Create a registration form
Send invitations
2 people
Promote the event
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Receive the presentation
Check the presentation
Order catering
Assign volunteers
Print name badges
Print route signs
Test the equipment
2 people
Do the shopping
2 people
Setting up shelf-stable catering
2 people
Collect materials
2 people
Buy fresh products
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up projector and screen
2 people
Connect the sound system
2 people
Hang up route signs
2 people
Set up waste stations
2 people
Prepare coffee and tea
2 people
Set out snacks and buffet
3 people
Welcome the speaker
Test the lights and sound
2 people
Register visitors
3 people
Welcome visitors
2 people
Brief the speaker
Host lecture
Serve coffee and tea
2 people
Refill drinks
2 people
Collect questions from the audience
Serve vegetarian buffet
3 people
Restock the buffet
2 people
Check waste streams
Answer final questions
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
3 people
Switch off equipment
2 people
Chill leftovers
2 people
Sort waste
3 people
Clear the hall
4 people
Wash dishes
3 people
Clean the room
2 people
Return materials
2 people
Send thank-you message

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Speaker table
Clothing rack

Tableware

Reusable drinking glassesqty 70
Reusable coffee cupsqty 60
Reusable platesqty 70
Reusable cutleryqty 70
Coffee potsqty 4
Teapotsqty 3
Serving plattersqty 10
Serving utensilsqty 12

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Speaker set
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 4
Thermos flasksqty 4

Decorations

Name card holdersqty 60
Information boardsqty 6
Route sign holdersqty 6
Tableclothsqty 8

Cleaning

Waste bins for sortingqty 4
Trash bins with lidsqty 2
Broom and dustpanqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries

Tips

Confirm the speaker and receive the presentation before the final week. Check the file on the event laptop and test the projector, screen, HDMI cable, speakers, and wireless microphone in the actual room.
Close registration early enough to order catering accurately. Use the final attendee list to confirm dietary requirements, prepare name badges, and avoid buying fresh products before you know the headcount.
Plan the room setup around the lecture format: place the speaker table where it will not block the projection, leave a clear route to the registration desk, and test every extension cord and power strip before opening.
Assign volunteers to specific jobs rather than leaving general instructions. One person can manage registration and badges, while another checks route signs, seating, catering, and the presentation setup.
Set up reusable cups, glasses, plates, and cutlery before guests arrive, but keep fresh products chilled until needed. Put sorting waste bins where people can see them and prepare coffee pots, teapots, serving platters, and utensils together.

Frequently asked questions

How far in advance should I organise a sustainability lecture?: Reserve the room and confirm the speaker at least 6 to 8 weeks before the lecture. Open registration once the programme and essential event details are fixed, then use the final week for equipment, catering, signage, and volunteer checks.
When should I order catering for a sustainability lecture?: Place the catering order after registration has closed or after you have set a firm attendance deadline, usually 5 to 7 days before the event. Collect dietary requirements at the same time so the order reflects the actual audience.
What should I test before a sustainability lecture?: Test the projector, projection screen, laptop, HDMI cable, speaker set, wireless microphone, extension cords, and power strips at least 1 day beforehand. Repeat a short sound and presentation check when the room is set up on the event day.
How early should volunteers arrive for a sustainability lecture?: Have volunteers arrive 60 to 90 minutes before doors open. That gives them time to arrange tables and chairs, set up the registration desk, place route signs and name badges, prepare catering, and solve equipment problems before attendees arrive.

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.