What to bring to an Alzheimer Information Day

An Alzheimer Information Day needs more than coffee and chairs. You will need registration materials, name badges, information packs, presentation equipment and accessible refreshment service for attendees, speakers and carers. Buy or reserve supplies based on your confirmed registrations, then add around 10% for late arrivals and replacements. Check dietary requirements and accessibility needs before placing the catering order, not on the morning of the event.

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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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa Powder - 1 canister
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 4 bottles
- Sandwiches - 120 pieces
- Wholemeal bread - 6 loaves
- White rolls - 60 pieces
- Whole wheat rolls - 60 pieces
- Butter - 1 kilo
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Egg salad - 1 kilo
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Lettuce - 6 heads
- Bell peppers - 12 pieces
- Apples - 100 pieces
- Bananas - 80 pieces
- Grapes - 8 kilos
- Mandarins - 80 pieces
- Yogurt - 8 kilos
- Muesli - 2 kilo
- Mixed nuts - 2 kilos
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salty crackers - 8 packs
- Wholegrain crackers - 8 packs
- Olives - 2 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pepper - 1 can
- Salt - 1 pack
- Spice mix - 2 jars
- Vegetable soup - 10 liters
- Breadsticks - 8 packs
- Meal salad - 80 portions
- Vegetarian quiche - 20 portions
- Vegan spread - 2 kilo
- Gluten-free sandwiches - 12 pieces
- Gluten-free crackers - 4 packs
- Cookies - 8 packs
- Mini muffins - 100 pieces
- Paper napkins - 300 pieces
- Coffee filters - 2 packs
- Stir sticks - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 60 pieces
- Paper towels - 8 rolls
- Toilet paper - 48 rolls
- Trash bags - 60 pieces
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Paper towels - 8 packs
- Hand sanitizer gel - 6 bottles

Tips

Plan refreshments for the registered headcount plus 10%. For the first hour, allow two to three drinks per person, then about one drink per person for each additional hour.
Prepare one information pack and one name badge for every registered attendee, speaker and volunteer, plus 5–10 spare sets. Keep the attendance list and evaluation forms at the registration desk.
Count presentation equipment before leaving: one laptop, projector, screen, clicker and microphone for each presentation setup. Bring at least two extension cords, power strips and charging cables so equipment can be placed safely.
Order tableware to match the catering quantity, not just the number of chairs. Allow one plate, cutlery set and drinking glass per person, plus 10% spare; provide extra coffee cups and spoons for repeat servings.
Pack accessibility and arrival supplies separately from the catering. Keep directions, registration materials and contact details at the entrance, and use cable trays or covers wherever extension cords cross a walkway.

Frequently asked questions

How much food and drink do I need for an Alzheimer Information Day?: Base the order on confirmed registrations, then add 10% for late arrivals, speakers and replacements. For drinks, plan two to three per person during the first hour and about one per person for each later hour.
How many information packs and name badges should I prepare?: Prepare one of each for every registered attendee, speaker and volunteer. Add 5–10 spare sets so you can handle walk-ins, damaged badges and last-minute changes.
What presentation equipment is needed for an Alzheimer Information Day?: Use one laptop, projector, projection screen and presentation clicker for each presentation setup, with speakers and wireless microphones sized for the room. Bring at least two extension cords, power strips and charging cables, and test everything before attendees arrive.
When should I buy supplies for an Alzheimer Information Day?: Confirm registrations, dietary requirements and speaker materials before placing the final catering and printing orders. Do the main shopping at least one day before the event, then chill drinks and pack materials on the day before transport.

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