What you need for a Cancer Information Day

A Cancer Information Day needs more than chairs and presentation equipment. You will need clear information materials, registration stationery, name tags, refreshments and practical serving supplies for attendees, speakers and volunteers. Order printed materials early, especially presentations, leaflets and aftercare information. Use the final registration count to adjust catering, then add a small margin so late arrivals and dietary requirements do not leave anyone without food or a drink.

Organize this event for free with Lizzt

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
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Cocoa powder - 1 pack
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Multivitamin juice - 6 cartons
- Lemons - 12 pieces
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 6 kilograms
- Mandarins - 50 pieces
- Whole wheat bread - 12 loaves
- White bread - 6 loaves
- Wholegrain rolls - 80 pieces
- Hummus - 12 tubs
- Cream cheese - 8 tubs
- Mild cheese - 3 kilograms
- Chicken breast slices - 2 kilograms
- Vegetarian spreads - 12 tubs
- Cucumbers - 12 pieces
- Tomatoes - 3 kilograms
- Bell peppers - 2 kilograms
- Mixed Salad - 6 bags
- Lentil salad - 6 containers
- Vegetable soup - 12 liters
- Tomato soup - 8 liters
- Wholegrain crackers - 8 packs
- Unsalted nuts - 4 kilograms
- Rice cakes - 6 packs
- Oat bars - 100 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Cookies - 8 packs
- Mini muffins - 100 pieces
- Yogurt - 60 pieces
- Vegan yogurt - 20 pieces
- Gluten-free sandwiches - 12 pieces
- Gluten-free crackers - 4 packs
- Vegan spreads - 6 tubs
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Napkins - 400 pieces
- Paper towels - 8 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 4 bottles
- Hand sanitizer gel - 6 bottles
- Nitrile gloves - 3 boxes
- Tissues - 20 packs
- Air freshener - 4 spray cans

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

Count one chair per registered attendee, then add 5–10% spare seating for speakers, volunteers and late arrivals. Keep a few chairs near the information desks for people who cannot stand for long.
For a half-day session, plan around 2 drinks per person and 1–2 food portions each. Add separate options for every dietary requirement collected during registration rather than relying on guests to find something suitable.
Prepare one name tag and one printed programme or information pack per attendee, plus at least 10% extra. Keep spare pens, blank forms and a printed attendance list at the registration desk.
Provide one information desk for each main topic or provider, with enough leaflets for the expected audience and a further 10% reserve. Include aftercare information and a clearly labelled place for people to take materials privately.
Check equipment quantities before shopping: allow one laptop, projector and screen for the main presentation, and test every microphone, extension cord and power strip at least 24 hours before the event. Bring power banks for registration and volunteer use.

Frequently asked questions

How much food and drink do I need for a Cancer Information Day?: For a half-day event, plan 2 drinks and 1–2 food portions per person. Add 10% extra for late arrivals and keep dietary alternatives separate and clearly identified.
How many printed information packs should I prepare?: Print one pack per registered attendee, plus 10% extra. If 80 people register, prepare at least 88 packs so speakers, volunteers and late registrations are covered.
When should I order leaflets and presentation materials?: Request final presentations, leaflets and aftercare information at least 2 weeks before the event. This leaves time to review the content, print the packs and replace missing materials.
How many name tags and registration forms do I need?: Prepare one name tag per attendee and print at least 10% extra. Keep blank forms and spare tags at registration for walk-ins, corrections and people whose details changed.

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.