Autism Information Day planning checklist

An Autism Information Day needs more than a programme and a room. You need time to confirm speakers, process registrations, collect dietary requirements and check how people will move through the venue. Sensory planning also affects the rest area, low-stimulation route, signs and volunteer briefing. Use this checklist to work from the early bookings through the final equipment test, catering setup and registration desk on the day.

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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
Finalize the program
2 people
Approach speakers
2 people
Confirm speakers
Schedule workshops
2 people
Create a registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check accessibility
Send parking information
Create directions
Set up the rest area
2 people
Set a low-stimulation route
2 people
Print the program
2 people
Make name badges
2 people
Make information signs
2 people
Collect presentations
Test presentations
2 people
Brief volunteers
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up catering
3 people
Set up tables
4 people
Set up chairs
4 people
Set up registration desk
2 people
Connect the technical equipment
2 people
Set up signage
2 people
Check rest area
Conduct a safety check
2 people

Event

Staff the reception desk
3 people
Register visitors
3 people
Distribute program
2 people
Direct visitors to the halls
2 people
Deliver the opening presentation
2 people
Guide speakers
2 people
Lead the workshops
6 people
Staff information desks
8 people
Staff the quiet room
2 people
Answer questions at the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep catering tables clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Check the sound level
Announce breaks
Lead the final Q&A
2 people
See visitors out
3 people

Aftercare

Switch off the equipment
2 people
Collect materials
4 people
Wash dishes
3 people
Sort waste
2 people
Clear tables and chairs
4 people
Clean the rooms
4 people
Clear the rest area
2 people
Collect lost and found items
Hand over the venue
2 people
Return borrowed materials
2 people
Send back the presentations

What to bring

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

Furniture

Tablesqty 12
Chairsqty 150
Bar stoolsqty 6
Registration desk
Information desksqty 8
Stoolsqty 12
Lounge armchairsqty 4
Changing room screensqty 3
Coat racksqty 4
Storage cratesqty 12

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8
Wireless microphoneqty 2
Speakersqty 2
Presentation clickerqty 2
Charging stationsqty 3

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving spoonsqty 16
Coffee potsqty 6
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 4
Kettlesqty 4
Coffee filtersqty 200
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Measuring cupsqty 4

Decorations

Name badgesqty 180
Tableclothsqty 16
Directional signsqty 20
Door signsqty 12
Program boardsqty 8
Flip chartsqty 6
Flip chart paperqty 6
Markersqty 24
Pensqty 100
Tapeqty 8
Kneadable eraserqty 6
Table numbersqty 20

Rest area

Beanbagsqty 6
Blanketsqty 8
Headphonesqty 10
Earplugsqty 30
Fidget materialsqty 20
Sunglassesqty 10
Visual timersqty 4
Soundproof curtainsqty 4

Lighting

Standing lampsqty 4
LED lightsqty 8
Light filtersqty 8

Cleaning

Hand soap dispensersqty 6
Sanitizing stationsqty 6
Waste binsqty 12
Mopqty 2
Bucketsqty 2
Broom setsqty 2
Cleaning clothsqty 20

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 10
Pictogram stickersqty 40

Catering

Groceries

Tips

Confirm the room and programme before opening registration. Allow at least 2–3 weeks to approach and confirm speakers, then schedule workshops before sending invitations so attendees receive accurate session information.
Ask for dietary requirements in the registration form and close responses 5–7 days before the event. This gives you time to plan snacks, drinks and catering rather than making last-minute substitutions.
Walk through the venue using the low-stimulation route and rest area before printing signs. Check entrances, toilets, seating, lighting and noise points, and brief volunteers on where to direct attendees.
Test every presentation at least 24 hours before doors open. Connect the laptop, projector, screen, HDMI cables, microphone, speakers, clicker, extension cords and power strips in the same setup planned for the event.
Set up registration, information desks, tables, chairs, name badges and printed programmes before attendees arrive. Chill drinks and prepare snacks in time for the catering setup, with water jugs, coffee pots, cups, glasses, plates and cutlery ready.

Frequently asked questions

How far in advance should I organise an Autism Information Day?: Start planning at least 6–8 weeks ahead. Book the room first, then confirm speakers and workshops before opening registration; use the final week for accessibility checks, printing and equipment testing.
When should I send invitations for an Autism Information Day?: Send invitations as soon as the programme and speakers are confirmed, ideally 3–4 weeks before the event. Keep registration open long enough to collect access and dietary information before the 5–7 day catering deadline.
How do I make an Autism Information Day more sensory-friendly?: Plan a clearly marked rest area and a low-stimulation route before creating signs and directions. Check the route at least 7 days beforehand, including noise, lighting, crowding and seating, and explain it to volunteers.
When should I test the presentation equipment?: Complete a full test at least 24 hours before the event and repeat a short check on the morning itself. Test the laptop, projector, screen, HDMI cables, microphone, speakers, clicker and power connections with the actual presentations.

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