Sustainability Week checklist

Use this checklist to organise Sustainability Week from the first programme decisions to the final venue clean-up. Start by fixing the date, booking activity locations and checking permits before you approach partners or promote the programme. Registrations, dietary requirements and volunteer assignments need a clear deadline, while reusable cups, plates, coffee equipment and workshop materials should be checked before suppliers are booked. Leave time for route signs, information boards, catering, waste streams and moving everything to the venue.

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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

Set the date and program
2 people
Reserve activity locations
2 people
Check permits and notifications
2 people
Approach sustainable partners
2 people
Confirm the workshop leaders
2 people
Recruit volunteers
2 people
Write promotional copy
Send invitations
2 people
Open registrations
Publish the program online
Take inventory of supplies
2 people
Arrange suppliers for reuse
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Check workshop materials
2 people
Create information boards
2 people
Create route and signage
2 people
Order catering
2 people
Determine waste streams
2 people
Do the shopping
3 people
Bring materials to the venue
4 people
Chill drinks
2 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up the tent and information points
4 people
Set up the workshop stations
4 people
Place waste bins and sorting stations
2 people
Hang up signage
2 people
Test the equipment and microphone
2 people
Prepare snacks
3 people
Set up the coffee and tea station
2 people
Set up the information table
2 people
Brief volunteers
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Assist with opening program
2 people
Staffing the sustainability market
4 people
Lead the workshops
6 people
Manage the swap table
2 people
Supervise the repair station
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Sort and empty waste
2 people
Check toilets
Support the evening program
3 people
Announce the closing
See visitors out
3 people

Aftercare

Store catering securely
2 people
Collect materials
4 people
Dismantle furniture
4 people
Switch off the equipment
2 people
Wash dishes
3 people
Take waste to the collection points
3 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
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 date, programme and activity locations before opening registrations. Confirm permits and notifications early, because venue approval or local requirements can affect the number of workshops and the published timetable.
Give workshop leaders and sustainable partners a firm confirmation deadline, then recruit volunteers with specific shifts. Assign roles before the event, including registration, wayfinding, workshop support, catering and waste sorting.
Open registrations only after the online programme is ready, and collect dietary requirements during sign-up. Close or review registrations at least 3 days before the event so catering quantities and volunteer cover can be adjusted.
Check reusable cups, coffee cups, plates and cutlery against your expected attendance before ordering catering. Also test coffee machines, kettles, portable speakers, microphones, projectors, extension cords and power strips at least 1 day before the first activity.
Plan the final logistics as one sequence: determine waste streams, create route signage and information boards, bring materials to the venue, chill drinks and set up tables and chairs. Schedule the venue clean-up immediately after closing and return reusable equipment on the next working day.

Frequently asked questions

How far in advance should I plan Sustainability Week?: Start planning at least 8 to 12 weeks before the first activity. That gives you time to reserve locations, confirm workshop leaders and partners, check permits, recruit volunteers and publish the programme.
When should registrations open for Sustainability Week?: Open registrations once the programme, locations and workshop leaders are confirmed, usually 4 to 6 weeks before the event. Review the list 3 days before the start date to finalise catering, dietary requirements and volunteer assignments.
How many reusable cups and plates do I need for Sustainability Week?: Plan at least 1 reusable cup per attendee plus a 10% buffer, and use the same approach for plates and cutlery if washing or collection is limited. For 100 attendees, prepare about 110 cups, plates and sets of cutlery.
When should I order catering for Sustainability Week?: Place the catering order after registrations have been reviewed and dietary requirements collected, normally 3 to 5 days before the event. Keep a small buffer for late confirmations, but avoid ordering before attendance numbers are reasonably stable.

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