Diabetes Day planning checklist

A Diabetes Day event needs more than a date, venue, and programme. You must coordinate speakers, workshops, registrations, dietary and accessibility requirements, catering, presentations, and room equipment in the right order. Start with the venue and programme, then open registration early enough to update participant information and prepare name badges and information packs. Use this checklist to keep the planning practical, especially during the final week when missing cables, presentation files, or dietary details can cause avoidable problems.

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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
Compile program
2 people
Approach speakers
2 people
Set up the workshop rooms
2 people
Create a registration form
Send invitations
2 people
Post promotion on social media
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Send confirmation to visitors
Send speaker information
Book catering
2 people
Reserve furniture
Reserve equipment
Check permits
Check insurance details
Finalize the program
2 people
Update participant list
Prepare name badges
2 people
Assemble info packs
3 people
Collect presentations
Check workshop materials
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Pick up the equipment
2 people
Clean the venue
3 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up info stands
4 people
Set up workshop tables
3 people
Hang up decorations
2 people
Test presentations
2 people
Test microphones
2 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
4 people
Prepare information packs
2 people

Event

Staff the registration table
3 people
Welcome visitors
4 people
Hand out name badges
2 people
Explain the program
Deliver the opening presentation
2 people
Give diabetes lecture
2 people
Serve coffee and tea
3 people
Refill drinks
2 people
Serve snacks
3 people
Lead the healthy lifestyle workshop
3 people
Lead the movement workshop
3 people
Serve healthy meal
5 people
Serve special meals separately
2 people
Moderate the panel discussion
3 people
Collect questions from the audience
2 people
Staff info booths
6 people
Restock materials at the booths
2 people
Keep the break room clean
2 people
Empty trash bins
2 people
Direct visitors to workshops
2 people
Check speaker attendance
Announce schedule changes
Handle the closing
2 people
Wave goodbye to visitors
3 people

Aftercare

Collect tableware
3 people
Wash dishes
3 people
Clean the dining area
3 people
Take down the information booths
4 people
Switch off the equipment
2 people
Remove decorations
2 people
Put tables and chairs back
4 people
Sort and remove waste
3 people
Conduct the final venue check
2 people
Return borrowed materials
2 people
Process leftover food
2 people
Send visitor thank-you gifts
Share photos with permission

What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
High tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Presentation clickerqty 2
Cable tiesqty 50

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Serving trays with lidsqty 12
Food thermometersqty 2
Allergen cardsqty 30

Decorations

Tableclothsqty 14
Diabetes Day postersqty 12
Directional signsqty 10
Name badgesqty 130
Lanyardsqty 130
Balloonsqty 80
Balloon standsqty 6
Tapeqty 8
Scissor setsqty 4

Lighting

LED lampsqty 8
Mood lightingqty 4
Lamp standsqty 4

Sports equipment

Yoga or fitness matsqty 30
Elastic bandsqty 30
Pedometersqty 20

Care supplies

Blood glucose metersqty 4
Test stripsqty 100
Safety lancetsqty 100
Alcohol swabsqty 120
Nitrile glovesqty 200
Sharps containersqty 4
First aid kitsqty 2
Cool bags for insulinqty 4

Office

Clipboardsqty 8
Ballpoint pensqty 40
Notepadsqty 40
A4 printing paperqty 500
Information leafletsqty 150
Envelopesqty 150
Badge holdersqty 130
Markersqty 20
Flipchart padsqty 4
Sticky notesqty 12
Presentation foldersqty 20

Cleaning

Reusable cleaning clothsqty 30
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 2
Litter pickersqty 2
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the date and location before contacting speakers or promoting the event. Check permits, insurance details, room capacity, furniture, and workshop-room layouts at the same time.
Open registration as soon as the programme is stable enough to describe. Include dietary requirements and accessibility needs on the form, then review both lists several times before booking catering.
Ask speakers for their presentation files before the event and test every laptop, projector, screen, speaker, and wireless microphone in the actual rooms. Pack extension cords, power strips, cable ties, and a presentation clicker rather than assuming the venue has them.
Prepare separate information packs and name badges before event day, using the final participant list. Keep the registration desk, coat racks, waste bins, charging stations, and spare stationery ready before the first visitor arrives.
Do a final room and catering check the day before. Count tables, chairs, high tables, coffee cups, glasses, plates, cutlery, serving equipment, coffee machines, kettles, thermos flasks, coolers, and cutting boards against the confirmed programme and attendance.

Frequently asked questions

How far in advance should I start planning a Diabetes Day event?: Start at least 8 to 12 weeks before the event. Confirm the date and venue first, then approach speakers, build the programme, open registration, and arrange catering and equipment.
When should I send Diabetes Day invitations?: Send the first invitation 6 to 8 weeks before the event, once the date, location, and basic programme are confirmed. Send a reminder about 2 weeks before registration closes or the event begins.
When should I collect dietary and accessibility requirements?: Ask for both requirements on the registration form from the start. Review the responses at least 14 days before the event so catering, room layouts, access routes, and workshop arrangements can still be adjusted.
When should speakers send their presentations?: Request presentation files at least 7 days before Diabetes Day. Test the files and equipment 1 to 2 days beforehand, and keep a copy on the event laptop as a backup.

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.