Computer drop-in checklist

A computer drop-in works best when people can arrive, register and start practising without waiting for equipment or help. This checklist takes you from booking the room and inviting participants to testing the network, preparing workstations and staffing reception. It also covers details that are easy to leave until the last minute, such as dietary requirements, software installation, backup files, charging cables and clear workstation numbers. Work through the plan in order, then use the final setup checks before doors open.

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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 a room
Record date and times
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Schedule volunteers
Check Wi-Fi details
Test computers and screens
2 people
Install required software
2 people
Make backups of practice files
Check the shopping list
Do the shopping
2 people
Send confirmation to participants
Prepare aid stations
2 people
Set up the registration table
Set up tables and chairs
3 people
Connect the computers
3 people
Test the network
2 people
Lay out equipment
2 people
Prepare coffee and tea
2 people
Chill drinks
Hang up information signs
Number the workstations

Event

Staff the reception desk
Register visitors
2 people
Inventory help requests
2 people
Provide Computer Help
4 people
Guide workstations
2 people
Assist with printer use
Serve coffee and tea
Refill drinks
Refill snacks
Tidying up workstations in between

Aftercare

Shut down computers safely
3 people
Disconnect equipment
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Return borrowed items
2 people
Store leftover materials

What to bring

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

Furniture

Work tablesqty 10
Chairsqty 24
Registration desk
Storage cabinet

Equipment

Laptopsqty 10
Computer miceqty 10
Keyboardsqty 10
Screensqty 6
Printersqty 2
Webcamsqty 4
Headsetsqty 6
Usb sticksqty 10
USB hubsqty 4
Wi-Fi router
Network switch
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 12
Cable reelsqty 2
Printer paperqty 3
Toner cartridgesqty 2
Cable tiesqty 50
Cable markersqty 30

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 3
Coolersqty 2
Waste binsqty 3

Decorations

Information boardsqty 6
Workstation cardsqty 12
Pen holdersqty 4
Tableclothqty 2

Cleaning

Microfiber clothsqty 8
Cleaning spongesqty 4
Bucketsqty 2
Broom
Dustpan and brushqty 2
Hand soapqty 2

Catering

Groceries

Tips

Confirm the room, date and opening hours before sending invitations. Participants need the correct arrival time, and volunteers need enough notice to cover reception and the help stations.
Test every laptop, screen, keyboard, mouse, headset and printer at least one day before the session. Open the required software and print a test page so faults can be fixed before participants arrive.
Check the Wi-Fi details and test the network with all planned computers connected. Keep a tested router, network switch, USB hubs, extension cords and power strips ready rather than discovering missing connections during setup.
Prepare one practice file and make backups on USB sticks before the session. This gives participants something ready to use and protects their work if a computer fails.
Finish the room setup before refreshments are prepared: number the workstations, place information signs, connect and test equipment, then set up coffee, tea, chilled drinks and the registration desk.

Frequently asked questions

How far in advance should I invite people to a computer drop-in?: Send the invitation at least 2 to 3 weeks before the session. Close or review registrations several days beforehand so you can schedule enough volunteers and follow up on dietary requirements.
When should I test the computers and Wi-Fi?: Run a full test at least 24 hours before the drop-in, including the required software, printers and network connections. Repeat a quick power-on and connection check on the day before participants arrive.
How many volunteers do I need for a computer drop-in?: Plan at least 1 person for reception and 1 helper for every 8 to 10 participants using computers. Add coverage if the session includes registration support, printing or individual assistance.
What should I prepare on the morning of the computer drop-in?: Allow 60 to 90 minutes for tables and chairs, workstation connections, equipment checks, signs, registration and refreshments. Keep 15 minutes free before opening to handle late technical problems.

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.