Alzheimer Information Day: organising checklist

Use this checklist to organise an Alzheimer Information Day in a clear sequence, from setting the date and booking rooms to preparing registration and event materials. It covers the details that are easy to miss, such as checking accessibility by phone, collecting dietary requirements and confirming attendance. Allow time to gather presentations, print name badges and assemble information packs before the day. The final checks focus on catering quantities, drinks, equipment and getting 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 the venue and rooms
Approach speakers
2 people
Work out the program and times
2 people
Create a registration form
Send invitations
2 people
Publish information online
Process registrations
2 people
Collect dietary requirements
Inventory transport needs
Check accessibility by phone
Request presentations and materials
Confirm speakers final
Book catering
Order print materials
Create directions
Prepare name badges
2 people
Print attendance list
Print evaluation forms
Assemble info packs
3 people
Confirm catering quantities
Confirm registrations by phone
2 people
Do the shopping
2 people
Chill drinks
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check rooms
2 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Set up information tables
4 people
Test presentations
2 people
Test microphones
2 people
Hang up signage
2 people
Set up the coffee station
2 people
Set out snacks
2 people

Event

Welcome speakers
2 people
Register visitors
3 people
Guide visitors to the hall
3 people
Explain the program
Deliver the opening presentation
2 people
Collect questions
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Host the information fair
4 people
Support the workshop space
2 people
Serve snacks
3 people
Moderate the panel discussion
3 people
Keep the break room tidy
2 people
Serve dinner
5 people
Check dietary meals
2 people
Host evening lecture
2 people
Distribute evaluation forms
2 people
Announce the closing
See visitors out
3 people

Aftercare

Collect lost and found items
2 people
Sort waste
3 people
Wash dishes
3 people
Clean coffee station
2 people
Clear information tables
3 people
Switch off the equipment
2 people
Clear tables and chairs
4 people
Clean rooms
3 people
Pack up materials
3 people
Lock up the venue
2 people
Return rental items
2 people
Call participants back
2 people
Send thank-you message
Send information materials follow-up

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 4
Registration desk
Clothes racksqty 2
Coat racksqty 4
Partitionsqty 3

Equipment

Laptopqty 2
Projector
Projection screen
Presentation clicker
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 6
Charging cablesqty 6
Cable traysqty 8

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Coffee spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 12
Serving spoonsqty 6
Hot traysqty 4
Waste binsqty 6

Decorations

Tableclothsqty 12
Name badge holdersqty 100
Information boardsqty 8
Directional signsqty 12
Flip chartsqty 3
Whiteboard markersqty 12
Clipboardsqty 6

Lighting

LED lampsqty 6
Standing lampsqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the date only after checking the venue, rooms and key speakers. Build the programme with exact start and finish times, including registration, breaks and time for questions.
Open registration early and ask about dietary requirements and transport needs on the form. Call people whose details or attendance are unclear rather than leaving the final numbers to guesswork.
Check accessibility by phone before confirming the venue. Ask about step-free access, room layout, toilets, parking or drop-off arrangements, and how attendees will reach the registration desk.
Request presentation files and other speaker materials before the event, then test the laptop, projector, screen, microphones and clicker together. Pack extension cords, power strips and cable trays so equipment can be placed safely.
Confirm catering quantities after the registration deadline and chill drinks in advance. Print the attendance list, name badges and evaluation forms, assemble information packs, and bring all materials to the venue before setup begins.

Frequently asked questions

How far in advance should I organise an Alzheimer Information Day?: Start planning at least 8–12 weeks before the event. This gives you time to secure the venue and speakers, open registration, order printed materials and confirm catering quantities.
When should I confirm registrations for an Alzheimer Information Day?: Set a registration deadline 7–10 days before the event. Call to confirm attendance and missing details during the final week, then give the caterer the confirmed numbers.
What accessibility checks should I make before booking the venue?: Check accessibility by phone before signing off the venue, ideally 6–8 weeks in advance. Confirm step-free entry, accessible toilets, room access, seating space and practical drop-off arrangements.
When should speakers send their presentations and materials?: Ask speakers to send presentations and handouts at least 5–7 days before the event. Test every file and presentation device before printing or assembling the information packs.

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.