What you need for a sustainability lecture

A sustainability lecture needs more than a projector and a speaker. Plan the items that keep registration, refreshments, seating and the presentation running without disposable waste. This checklist covers reusable glasses, cups, plates and cutlery, coffee and tea service, catering equipment, signage, name badge supplies, power equipment and waste sorting. Match quantities to your registration list, then check what the venue already provides at least one week before the lecture.

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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
- Coffee beans - 4 packs
- Black tea - 3 boxes
- Herbal tea - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Granulated sugar - 2 packs
- Honey - 2 jars
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 liters
- Organic apples - 5 kilograms
- Bananas - 4 kilogram
- Grapes - 3 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Unsalted nuts - 2 kilogram
- Wholegrain wraps - 60 pieces
- Hummus - 3 kilograms
- Falafel - 3 kilograms
- Couscous - 3 kilograms
- Red lentils - 2 kilogram
- Chickpeas - 10 cans
- Arugula - 1 kilogram
- Cucumbers - 3 kilograms
- Peppers - 3 kilograms
- Carrots - 3 kilogram
- Cherry tomatoes - 3 kilograms
- Red onions - 1 kilogram
- Feta - 2 kilograms
- Whole grain bread - 8 loaves
- Olive oil - 2 bottles
- Balsamic vinegar - 2 bottles
- Yogurt dressing - 2 liters
- Tahini - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Cumin - 1 jar
- Paprika powder - 1 jar
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Residual waste bags - 2 rolls
- Compostable waste bags - 2 rolls
- Paper towels - 4 packs
- Hand soap - 3 bottles

Tips

Plan one reusable drinking glass, cup, plate and set of cutlery per attendee, plus 10% extra. For 50 registered guests, that means 55 of each item so late arrivals or replacements do not force you to use disposables.
Allow two coffee or tea servings per person for a short lecture. For 50 guests, prepare service for about 100 servings and check that you have enough coffee pots, teapots and thermos flasks to keep the drinks available during the break.
Do not leave presentation connections until setup time. Bring the laptop, HDMI cable, projector, screen, speaker set, wireless microphone, extension cords and power strips, and test the full setup at least 60 minutes before doors open.
Buy fresh products on the day of the lecture or no earlier than one day before. Use coolers for chilled items, and bring cutting boards, a chef’s knife and serving utensils so catering can be finished safely on site.
Prepare registration and wayfinding materials before opening the venue. Bring name card holders, printed name badges, information boards and route sign holders, and place waste bins for sorting where guests will actually eat and drink.

Frequently asked questions

How many reusable cups and plates do I need for a sustainability lecture?: Plan one cup and one plate per registered attendee, then add 10% extra. For 50 guests, bring at least 55 cups and 55 plates, with matching cutlery and drinking glasses.
How much coffee should I buy for a lecture with 50 people?: Budget for two servings per person for a short lecture, or about 100 servings for 50 attendees. Confirm the serving size with your caterer and make sure the coffee pots, teapots and thermos flasks can cover the break.
When should I buy fresh catering products for a sustainability lecture?: Buy fresh products on the event day whenever possible, or at most one day beforehand if they can be kept chilled. Put them in coolers until setup and keep shelf-stable catering separate from fresh items.
What AV equipment do I need for a sustainability lecture?: Bring a projector, projection screen, laptop, HDMI cable, speaker set and wireless microphone, plus extension cords and power strips. Test every connection at least 60 minutes before guests arrive and keep a spare connection option if the speaker’s laptop differs.

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