What you need for a donor registration day

A donor registration day needs more than registration forms and a few pens. You will need a clear setup for private conversations, enough printed materials for your target number, charged devices, reliable power and secure document storage. Plan refreshments for volunteers and visitors, and keep spare supplies available for late registrations or damaged forms. Use this list alongside your registration target, venue booking and volunteer schedule so quantities match the expected turnout.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
High tablesqty 4
Privacy screensqty 4
Table skirtsqty 8

Equipment

Tabletsqty 8
Tablet chargersqty 8
Extension cordsqty 6
Power stripsqty 6
Wi-Fi router
Printer
Laptopqty 2
Presentation screen
Flip chart
Flipchart markersqty 2

Registration

Registration formsqty 250
Consent formsqty 250
Pensqty 80
Pencilsqty 20
Clipboardsqty 20
Name badgesqty 150
Badge holdersqty 150
Information leafletsqty 300
Envelopesqty 250
Archive boxesqty 6
Document envelopesqty 20
Paper shredder

Tableware

Coffee cupsqty 80
Drinking glassesqty 100
Platesqty 80
Cutlery setsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving jugsqty 4
Coolersqty 3
Pliersqty 4
Storage binsqty 8

Decorations

Table décorqty 10
Balloonsqty 100
Balloon ribbonqty 2
Postersqty 20
Directional signsqty 12
Tapeqty 6
Cable tiesqty 100

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Vacuum cleaner
Hand soap dispensersqty 4
Disinfectant dispensersqty 6
Waste binsqty 8

Catering

Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Lemon juice - 2 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Paper cups - 250 pieces
- Paper napkins - 500 pieces
- Stirrers - 300 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Mini crackers - 6 packs
- Hummus - 4 tubs
- Cucumber - 8 pieces
- Cherry tomatoes - 6 crates
- Grapes - 6 crates
- Apples - 60 pieces
- Bananas - 40 pieces
- Muesli bars - 100 pieces
- Gluten-free crackers - 3 packs
- Sugar-free cookies - 3 packs
- Vegan cookies - 4 packs
- Cookies - 8 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 6 bottles
- All-purpose cleaner - 3 bottles
- Dish soap - 2 bottles
- Sponges - 10 pieces
- Microfiber cloths - 20 pieces
- Paper towels - 8 packs
- Labels - 300 pieces
- Printer paper - 5 packs
- Ink cartridges - 2 sets

Tips

Plan printed registration and consent forms for your target number plus 10–15% spare copies. Add at least one pen per registration point and keep extra pens at the welcome desk.
Set up one private registration space per active conversation, using privacy screens or separated tables. Allow roughly 10–15 minutes per registration when estimating how many stations and volunteers you need.
Charge every tablet and test the digital forms at least one day before the event. Bring the chargers, extension cords and power strips, and check that the venue Wi-Fi works where registrations will take place.
Prepare name badges and badge holders for all volunteers and registered participants expected during the day, plus 10% extra. Keep information leaflets at the entrance so visitors can take one before or after registering.
Store completed forms and consent documents in document envelopes or archive boxes as soon as they are collected. Arrange the paper shredder and secure storage before the doors open, rather than leaving paperwork on registration tables.

Frequently asked questions

How many registration forms should I print for a donor registration day?: Print one complete set of registration and consent forms for every expected participant, then add 10–15% spare copies. For 100 expected registrations, prepare 110–115 sets so you can replace errors and accept walk-ins.
How many pens do I need for donor registration?: Allow at least one working pen per registration station, plus 10–20 spare pens at the welcome desk. For 6 active stations, bring 12–18 pens and check them before registration starts.
How early should I test tablets and digital registration forms?: Test the tablets, chargers, login details and digital forms at least 24 hours before the event. Charge them fully on the day and keep power strips and extension cords ready at each device area.
How many name badges and information leaflets should I prepare?: Prepare name badges for every expected volunteer and participant, with 10% extra for replacements and walk-ins. Order or print at least one information leaflet per expected visitor, plus another 10% if the material is also used for promotion.

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