Debt advice drop-in checklist

A debt advice drop-in needs more than an available room and a few advisers. Visitors must be able to find the session, register without exposing private information, and move into a suitable conversation quickly. This checklist takes you from room booking and publicity through forms, equipment, refreshments and the final room setup. Use it to coordinate support staff, prepare the check-in desk and track help requests without losing sight of confidentiality.

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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
Register support staff
2 people
Send invitations
2 people
Post information online
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Check information materials
2 people
Prepare discussion forms
2 people
Share route directions
Test the equipment
2 people
Do the shopping
2 people
Pick up keys
Open room
2 people
Set up tables
3 people
Set up chairs
3 people
Block off meeting rooms
2 people
Set up the registration desk
2 people
Set up information tables
2 people
Prepare coffee and tea
2 people
Lay out the forms
2 people
Review privacy instructions
4 people

Event

Staff the check-in desk
2 people
Register visitors
2 people
Inventory help requests
3 people
Hold individual conversations
6 people
Record referrals
3 people
Provide information
2 people
Refill drinks
Clear tables during breaks
2 people
Close registrations
2 people
Escort the last visitors
2 people

Aftercare

Collect confidential papers
2 people
Switch off equipment
2 people
Pack up materials
3 people
Clean up the space
4 people
Clean the room
3 people
Take out the trash
2 people
Return keys
Return materials
2 people
Securely archive registration details
2 people
Destroy remaining forms
2 people
Register follow-up appointments
3 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Privacy screensqty 6
Coat racksqty 2
Waste binsqty 4

Equipment

Laptopsqty 6
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Wi-Fi router
Mobile phonesqty 4
USB sticksqty 6

Office

Clipboard foldersqty 12
Ballpoint pensqty 40
Markersqty 12
Notepadsqty 20
Staplersqty 3
Hole punchesqty 3
Paper cutter
Document foldersqty 50
Envelopesqty 100
Discussion formsqty 300
Information leafletsqty 300
Name stickersqty 100
Table name cardsqty 12

Signage

Roll-up bannersqty 4
Directional signsqty 12
Backdrop boardsqty 4

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Groceries

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 8

Kitchen

Coolersqty 2
Water jugsqty 6
Serving traysqty 4

Cleaning

Paper towel rollsqty 6
Hand soap dispensersqty 3
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12
Paper shredder

Safety

First aid kit
Flashlightsqty 2
Key safe

Tips

Book and prepare separate meeting spaces early enough to allow privacy screens and clear movement between the registration desk and advice tables. A room that only fits one open queue can make sensitive conversations audible to everyone waiting.
Send invitations and publish route information before registrations open, then keep posters and online details consistent. Include the opening time, access instructions and what visitors should bring so staff are not answering the same basic questions at the desk.
Prepare discussion forms, information leaflets and document folders before the event, and check the printer at least one working day in advance. Keep blank forms separate from completed paperwork and provide clipboards and pens at every advice point.
Test laptops, the Wi-Fi router, printers, mobile phones and extension leads before opening the room. Check sockets while the tables are still being positioned, because moving a full registration desk later can delay the start.
Set up coffee and tea before visitors arrive, but keep refreshments away from forms and confidential documents. Assign one person to monitor the check-in desk and another to inventory help requests so registration does not stop when an adviser becomes occupied.

Frequently asked questions

How far in advance should I organise a debt advice drop-in?: Start room, staffing and publicity arrangements at least 3 to 4 weeks before the session. Confirm registrations, dietary requirements, information materials and equipment during the final 5 working days.
What should be ready before a debt advice drop-in opens?: Set up the room, tables, chairs, privacy screens, registration desk, information tables and directional signs before opening time. Have forms, leaflets, name stickers, working equipment and coffee or tea ready at least 30 minutes before the first visitor.
How do I protect privacy at a debt advice drop-in?: Use separate meeting areas or privacy screens and review the privacy instructions with all support staff before visitors arrive. Keep completed forms out of public view and check the registration layout at least 30 minutes before opening.
How many staff are needed for a debt advice drop-in?: Plan separate cover for check-in, advice conversations and help-request tracking rather than assigning every task to one person. Confirm the rota at least 1 week beforehand and add a named backup for breaks or unexpected demand.

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