HIV Testing Day Checklist

An HIV testing day needs more than test kits and appointment slots. You need a private, clearly organized site, a consent process, accurate test information, and enough time for registration and follow-up. Start by setting your target audience and capacity, then secure the venue and confirm the testing protocol before inviting people. This checklist helps you plan the sequence, avoid privacy gaps, and have materials, volunteers, refreshments, and room access ready on the day.

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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

Define target audience and capacity
2 people
Reserve the test site
Check test protocols
2 people
Record privacy procedure
2 people
Draw up a consent form
Compile information leaflet
2 people
Publish registration form
Send invitations
2 people
Schedule social media
Process registrations
2 people
Collect dietary requirements
Confirm test appointments
2 people
Keep reserve spots open
Order Test Materials
Order catering
Prepare volunteer instructions
2 people
Send directions
Follow up on registrations
2 people
Prepare privacy labels
Check test kits
2 people
Check expiration dates
Pick up catering
2 people
Bring materials to the venue
3 people
Pick up room keys
Open venue
2 people
Set up test rooms
4 people
Set up the reception desk
2 people
Set up the waiting area
2 people
Install privacy screens
2 people
Set up traffic signs
Lay out registration materials
2 people
Distribute test kits by room
2 people
Place waste stations
Set out coffee and tea
2 people
Conduct staff briefing
4 people
Carry out the opening check
2 people

Event

Welcome visitors
2 people
Check registrations
2 people
Register walk-ins
Have consent confirmed
2 people
Direct visitors to the test room
Conduct HIV tests
4 people
Discuss test results
4 people
Explain follow-up care
2 people
Keep anonymous registration records
Guide the queue
Distribute informational materials
Answer visitors' questions
2 people
Serve coffee and tea
Refill drinks
Refill snacks
Collect test waste safely
2 people
Keep the needlestick procedure available
Disinfect test rooms in between
2 people
Check toilets
Register last visitors
2 people
Complete new tests
4 people
Complete feedback meetings
4 people

Aftercare

Clear out the test rooms
4 people
Seal sharp waste
2 people
Store medical waste securely
2 people
Wash dishes
2 people
Store leftovers in the fridge
Collect waste
2 people
Clean rooms
3 people
Put furniture back
3 people
Remove privacy cloths
2 people
Remove signage
Count stock of unused materials
Return rented materials
2 people
Return venue keys
Safely archive registration data
2 people
Process pending referrals
2 people
Send thank-you message
Return unused groceries

What to bring

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

Furniture

Information desk
Tablesqty 10
Chairsqty 35
Treatment chairsqty 4
Lockable filing cabinet
Coat racksqty 2
Waste binsqty 8
Privacy room screensqty 4
Clothes racksqty 2

Equipment

Laptopqty 3
Tabletsqty 3
Printersqty 2
Cable reelsqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 3
Handheld microphone
Presentation screen
Cross-line laser

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving tongsqty 6
Chilled tablewareqty 4

Tableware

Drinking glassesqty 40
Coffee cupsqty 30
Platesqty 40
Cutlery setsqty 40
Coffee spoonsqty 30
Water carafesqty 6

Lighting

Desk lampsqty 6
LED lampsqty 6
Emergency lightingqty 2

Cleaning

Disinfectant dispensersqty 8
Hand soap dispensersqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning cartsqty 2

Test materials

HIV rapid test kitsqty 120
Sharps disposal containersqty 6
Medical waste binsqty 6
Disposable apronsqty 150
Nitrile glovesqty 300
Face masksqty 150
Sterile gauze padsqty 200
Alcohol wipesqty 250
Bandagesqty 150
Disposable matsqty 150
Pipettesqty 150
Timerqty 6
Hand sanitizerqty 8

Communication

Route arrowsqty 12
Information boardsqty 8
Name badgesqty 40
Clipboardsqty 10
Pensqty 30
Staplersqty 2
Paper binsqty 4
Tape dispensersqty 3
Document foldersqty 20

Catering

Groceries

Tips

Set the venue capacity before publishing registration. Include enough treatment chairs, privacy screens, and waiting seats to keep appointments moving without exposing personal information.
Write the privacy procedure and consent form before sending invitations. Prepare privacy labels and a lockable filing cabinet so forms and results are not left on open tables.
Check test kits and expiration dates when they arrive, then check them again before the event. Do not wait until the first appointment to discover that supplies are incomplete or expired.
Confirm each testing appointment and keep reserve spots open for cancellations. Send directions and a registration follow-up before the event so late arrivals do not disrupt the schedule.
Prepare volunteer instructions with clear roles for the information desk, registration, room flow, and refreshments. On the day, bring the laptop, tablets, printer, power equipment, and test materials together before opening the venue.

Frequently asked questions

How far in advance should I organize an HIV testing day?: Start planning at least 6 to 8 weeks before the event. Reserve the test site first, then allow time to confirm protocols, prepare consent and information materials, publish registration, order test materials, and schedule volunteers.
How many appointment slots should an HIV testing day have?: Set the number of slots after confirming your testing capacity and available treatment chairs. Keep about 10% of the schedule open for replacements or urgent requests, rather than filling every slot in advance.
What should be ready before HIV testing day registration opens?: Have the venue, testing protocol, privacy procedure, consent form, information leaflet, and registration form ready first. Registration should also state the appointment process, directions, and any arrival instructions.
When should HIV test kits and materials be checked?: Check the order when it arrives and repeat the check 1 to 2 days before the event. Verify quantities, packaging, and expiration dates, then transport the materials to the venue in a secure, organized way.

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.