What you need for an HIV testing day

A HIV testing day needs more than test kits. You also need a private, orderly setup for registration, consent, testing and follow-up, plus clear information for visitors. Plan supplies around your expected capacity: one registration device per busy check-in point, one treatment chair per testing station, and enough privacy screens to separate each station. Check test kit contents and expiry dates before buying anything, and arrange secure storage for completed forms and other confidential records.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Long-life milk - 8 liters
- Oat milk - 4 liters
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Blackberry juice - 4 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Ice cubes - 6 bags
- Croissants - 50 pieces
- Whole wheat rolls - 50 pieces
- Cheese slices - 2 kilograms
- Turkey breast - 2 kilograms
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Butter - 4 packs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 6 heads
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 5 bags
- Muesli bars - 60 pieces
- Gluten-free crackers - 4 packs
- Gluten-free rolls - 10 pieces
- Vegan toppings - 6 packages
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 500 pieces
- Paper cups - 200 pieces
- Paper plates - 150
- Wooden stirrers - 200 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Blue trash bags - 30 pieces
- Hand soap - 6 bottles
- Surface cleaner - 6 bottles
- Disinfectant spray - 6 bottles
- Paper towels - 12 packs

Tips

Buy enough test kits for every confirmed appointment, then add a reserve of 10% to cover damaged kits, invalid results or late registrations. Check expiry dates when the order arrives, not only on the testing day.
Provide one treatment chair and a privacy screen for each testing station. If you run four stations at the same time, plan four chairs and four screened areas rather than sharing equipment between visitors.
Set up one tablet or laptop for each active registration desk and keep at least one printer nearby for consent forms, labels or information sheets. Bring spare charging cables and use cable reels, extension cords and power strips safely.
Use a lockable filing cabinet or another lockable storage solution for consent forms and test records. Keep printed information and blank forms at the information desk, but do not leave completed documents there unattended.
Plan refreshments for the full session, not just the busiest hour: allow 2–3 drinks per visitor for the first hour and about 1 drink per person for each additional hour. Include coffee cups, drinking glasses, plates and serving utensils before collecting the catering.

Frequently asked questions

How many HIV test kits do I need for a testing day?: Start with one kit per confirmed appointment and add a 10% reserve. For 80 appointments, order at least 88 kits, provided the kits are approved for your testing protocol and have a suitable expiry date.
How many treatment chairs are needed for HIV testing?: You need one treatment chair for each testing station operating at the same time. Four concurrent stations therefore require four treatment chairs, plus enough privacy screens to separate them.
What should I buy for private HIV testing rooms?: Plan one privacy screen or enclosed area per active testing station, along with a lockable filing cabinet for confidential records. Check the venue at least 1 week before the event so you can replace missing screens or arrange another secure storage option.
How much catering should I arrange for an HIV testing day?: For the first hour, allow 2–3 drinks per visitor; for every additional hour, allow about 1 drink per person. Confirm final attendance and dietary requirements 2–3 days before the event, then collect the catering in time for setup.

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