What you need for an Autism Information Day

An Autism Information Day needs more than chairs and refreshments. You will need clear signs, presentation equipment, registration supplies and a calm rest area so visitors can find their way and take breaks. Plan drinks, snacks and serving items around the expected attendance, and check accessibility before buying or setting up anything. Use this list to prepare the room, workshops and information points without leaving essential equipment until the last day.

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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
- Coffee - 5 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Milk - 12 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Non-alcoholic beer - 4 six-packs
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilos
- Mandarins - 50 pieces
- Cucumber - 8 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Low-salt crackers - 8 packs
- Gluten-free crackers - 4 packs
- Rice cakes - 6 packs
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Young cheese - 3 kilos
- Chicken breast slices - 2 kilos
- Vegetarian spread - 12 tubs
- Whole wheat bread - 12 loaves
- White rolls - 150 pieces
- Gluten-free rolls - 20 pieces
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Spice mix - 2 jars
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand sanitizer gel - 6 bottles
- Latex-free gloves - 2 boxes

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as coffee or other refreshments, and chill drinks before the event.
Keep registration and information supplies together at one desk, with printed programs, name badges and clear signs ready at least one day before the event. Bring spare pens and extra blank badges for late registrations.
Test the laptop, projector, projection screen, HDMI cables, microphone and speakers at least 24 hours before the first workshop. Pack extension cords, power strips and a presentation clicker so presenters are not searching for equipment during the program.
Set aside furniture for a low-stimulation rest area, including lounge armchairs, stools or screens where appropriate. Keep this area away from the registration desk and main speaker route, and make the route visible with simple signs.
Prepare a separate place for coats, bags and storage crates before guests arrive. Charging stations, water jugs and thermos flasks are easy to overlook, but they reduce interruptions during talks and workshops.

Frequently asked questions

What should I buy for an Autism Information Day?: Plan refreshments, cups, glasses, plates, cutlery and serving items, plus signs, name badges and printed programs. You will also need presentation equipment such as a laptop, projector, screen, cables, microphone and speakers, along with furniture for registration, information desks and a rest area.
How many drinks do I need for an Autism Information Day?: Allow two to three drinks per person for the first hour and one additional drink per person for every hour after that. Add extra water for speakers, volunteers and anyone using the rest area.
When should I test the presentation equipment?: Test all equipment at least 24 hours before the event, then check the room again 60 minutes before visitors arrive. Confirm that the laptop, projector, HDMI cables, microphone, speakers and power supplies work together.
What do I need for a quiet rest area?: Set up lounge armchairs or stools, changing room screens where needed, clear signs and an uncluttered low-stimulation route. Have the area ready at least 30 minutes before opening and keep it away from busy registration and catering points.

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