Cancer Information Day planning checklist

A Cancer Information Day needs more than a strong programme. You must coordinate speakers, information providers, registrations, privacy wording, accessibility, printed materials and follow-up information in a clear order. Start by confirming the theme and venue, then build the attendee list and programme before arranging catering and equipment. Use the final week to check cancellations, print forms, brief volunteers and make sure every presentation and information desk is ready.

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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 program and theme
2 people
Approach speakers and information providers
2 people
Reserve the venue and room layout
2 people
Check the venue’s accessibility
2 people
Create a registration form
Create privacy text for sign-ups
Draft invitations
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Collect accessibility needs
Send program to attendees
Request presentations and materials
Select information leaflets
2 people
Compile aftercare information
2 people
Brief discussion facilitators
2 people
Assign volunteers
2 people
Order catering and groceries
2 people
Reserve equipment and microphones
Design signage
Create name tags and attendance list
2 people
Send reminder to participants
Process the final cancellations
Do the shopping
2 people
Print flyers and forms
2 people
Prepare information tables
2 people
Store catering chilled
2 people

Event

Open hall
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up information tables
4 people
Hang up signage
2 people
Test presentations
2 people
Test microphones
2 people
Set out coffee and tea
3 people
Set out snacks and fruit
3 people
Welcome volunteers
2 people
Welcome speakers
2 people
Brief speakers
2 people
Register participants
3 people
Hand out name badges
2 people
Explain the program
Deliver the opening presentation
2 people
Lead the medical information session
3 people
Serve coffee and tea
3 people
Refill drinks
2 people
Facilitate the conversation space
3 people
Replenish information leaflets
2 people
Serve hot meal
4 people
Serve diet meals separately
2 people
Moderate the panel discussion
3 people
Collect questions from the audience
2 people
Keep the break room quiet
Handle evening presentation
2 people
Hand out aftercare contact details
2 people
Handle the closing
2 people
See participants off
2 people

Aftercare

Collect tableware
3 people
Collect waste
3 people
Take down information tables
3 people
Switch off the equipment
2 people
Pack brochures and materials
2 people
Wash dishes
3 people
Clean the room
4 people
Put the tables and chairs back
4 people
Lock up the venue
2 people
Return borrowed materials
2 people
Send a thank-you gift to participants
Share presentations digitally
Respond to pending information requests
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Information desksqty 6
Lounge armchairsqty 6
Coat racksqty 3

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickersqty 2
Paper shredder

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Bowlsqty 12
Coolersqty 4
Food warmersqty 6
Induction platesqty 2
Kettlesqty 3
Coffee machinesqty 3

Decorations

Tablecloth setsqty 12
Name badgesqty 100
Name badge holdersqty 10
Information sign standsqty 8
Directional signsqty 12
Speaker cardsqty 10
Fabric backdropsqty 2

Lighting

Standing lampsqty 4
Battery lanternsqty 6

Cleaning

Cleaning bucketqty 2
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Waste binsqty 8
Hand soap dispensersqty 4
Disinfectant dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Paper goods

Information leafletsqty 300
Program flyersqty 120
Aftercare cardsqty 120
Evaluation formsqty 100
Attendance listsqty 6
Notepadsqty 100
A4 paperqty 3
Envelopesqty 120

Office supplies

Ballpoint pensqty 150
Markersqty 12
Permanent markersqty 12
Rolls of tapeqty 8
Painter's tapeqty 8
Sticky notesqty 12
Clipboardsqty 10
Scissorsqty 6
Staplersqty 3
Paper clipsqty 3
Name card holdersqty 100

Safety

Flashlightsqty 4
Non-slip matsqty 8
Cable matsqty 12
Face masksqty 100
Disposable apronsqty 20

Tips

Confirm the programme and speakers at least 4 weeks before the event. Request presentation files and handouts early enough to test them on the laptop, projector and screen.
Ask about dietary requirements and accessibility needs when people register, not in a separate last-minute email. Review the answers 7 days before the event and pass them to catering and the venue team.
Check the room layout with accessibility in mind: leave clear routes between tables, information desks and seating, and make sure microphones, power strips and extension cords will not cross walkways.
Send the programme and practical arrival information 5–7 days before the event, then send a reminder 24–48 hours before it starts. Include registration details, access information and what attendees can expect.
Prepare aftercare information before the doors open. Keep spare leaflets, name tags, attendance forms and pens at the registration desk, and provide a secure way to dispose of unwanted sign-up paperwork.

Frequently asked questions

How early should I plan a Cancer Information Day?: Allow at least 6–8 weeks for a small or medium event. This gives you time to confirm speakers, reserve an accessible room, open registrations, order catering and collect presentation materials.
When should I send invitations for a Cancer Information Day?: Send the first invitations 3–4 weeks before the event. Close or review registrations about 7 days beforehand so you can confirm dietary and accessibility requirements and adjust the room setup.
How much equipment is needed for a Cancer Information Day?: Plan one working laptop, projector, projection screen and presentation clicker for the main programme, plus one wireless microphone for each active speaking area. Keep at least 2 spare extension cords, power strips and power banks available.
When should I print Cancer Information Day materials?: Print flyers, forms, name tags, attendance lists and information leaflets 3–5 days before the event. Keep a small surplus, such as 10% extra copies, for walk-ins, damaged pages and late registrations.

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