Breast Cancer Day planning checklist

Planning a Breast Cancer Day event involves more than booking a room and inviting guests. You need a clear schedule, a registration process, dietary information, speakers, donation points and reliable presentation equipment. This checklist covers the practical work from confirming the date and location through preparing refreshments and welcoming visitors. Use it to keep deadlines visible and prevent common last-minute problems such as missing name badges, untested cables or chilled food being left out too early.

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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

Confirm date and location
2 people
Set the schedule and times
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Send registration confirmations
Send a reminder to visitors
Reserve a room
Order catering
2 people
Confirm speakers
Collect presentations
Select information leaflets
2 people
Set up donation boxes
Make name badges
2 people
Print attendance list
Sort wristbands and badges
Create allergen cards
Create a music playlist
Test the equipment
2 people
Do the shopping
2 people
Keep chilled products cool
2 people
Prepare snacks
4 people
Set out drinks
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the reception desk
2 people
Set up the information booth
2 people
Set up the donation point
Hang decorations
3 people
Place route signs
2 people
Check the lighting and power
2 people
Set up the presentation room
3 people
Test sound level
2 people
Check toilets
Give the team briefing
4 people

Event

Welcome visitors
4 people
Register attendance
2 people
Hand out name badges
2 people
Serve coffee and tea
3 people
Hand out information materials
2 people
Announce the program
Welcome speakers
2 people
Facilitate presentations
2 people
Moderate the Q&A
Serve snacks
4 people
Offer diet options separately
2 people
Refill drinks
2 people
Restock the coffee station
2 people
Empty trash bins
2 people
Clear tables during the event
3 people
Collect donations
2 people
Guide the thank-you moment
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect tableware
3 people
Clear away drinks
2 people
Switch off equipment
2 people
Remove decorations
3 people
Clear tables and chairs
4 people
Sort waste
2 people
Clean the room
4 people
Clean the restrooms
2 people
Wash dishes
3 people
Gather borrowed materials
2 people
Return materials
2 people
Store leftover food
2 people
Safely deposit donation proceeds
2 people
Send thank-you message
Archive photos securely

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Reception desk
Information desksqty 3
Stoolsqty 4
Coat rackqty 2
Clothes hangersqty 120
Tableclothsqty 10

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2
Presentation clicker
Coolersqty 4

Tableware

Glassesqty 140
Coffee cupsqty 120
Teacupsqty 80
Platesqty 140
Pastry forksqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitcherqty 6

Kitchen

Coffee makerqty 3
Kettleqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Oven glovesqty 2

Decorations

Pink balloonsqty 100
Pink ribbonsqty 20
Table decorationsqty 10
Flower arrangementsqty 6
Welcome sign
Program postersqty 6
Directional signsqty 10
Arrow stickersqty 20
Photo backdrop
Pink table confettiqty 10

Lighting

LED string lightsqty 6
LED lampsqty 8
Night lightsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Paper goods

Registration formsqty 140
Name badgesqty 140
Pensqty 30
Information leafletsqty 250
Donation envelopesqty 150
Allergen cardsqty 20
Wristbandsqty 140

Catering

Groceries

Tips

Confirm the date, room and event timetable before sending invitations. Include arrival, registration, speaker slots, breaks and closing time so visitors know what to expect.
Open registration early enough to process replies and collect dietary requirements before ordering catering. Send confirmations after checking each registration, then send a reminder shortly before the event.
Test the laptop, projector, screen, microphone, speakers and presentation files at least 24 hours beforehand. Check HDMI cables, extension cords, power strips and spare power banks rather than discovering a connection problem when the first speaker starts.
Prepare the reception area before guests arrive: print the attendance list, make name badges, sort wristbands and badges, and place clear information and donation points. Allow at least 30 minutes for this setup.
Keep chilled products in coolers until refreshments are ready to serve, and label allergen information before food reaches the tables. Set out drinks, cups, plates and cutlery only after the room layout and presentation equipment are in place.

Frequently asked questions

How far in advance should I send Breast Cancer Day invitations?: Send invitations at least 4 to 6 weeks before the event, especially if registration and dietary information are required. Close or review registrations several days before ordering final catering quantities.
When should I confirm speakers for Breast Cancer Day?: Confirm speakers at least 3 to 4 weeks in advance. Collect their presentation files no later than 3 days before the event and test every file on the presentation laptop.
How much time do I need to set up a Breast Cancer Day event?: Allow at least 2 hours for room setup, equipment testing, registration materials and refreshments. Keep a further 30 minutes available for final checks before visitors arrive.
When should I prepare food and drinks for Breast Cancer Day?: Prepare snacks and set out non-chilled drinks shortly before registration opens. Keep chilled products in coolers until serving time, and put allergen cards in place before food is offered.

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.