How to organise a Breast Cancer Day from start to finish

Organising a Breast Cancer Day works best when you build the day around a clear schedule, reliable registration process and practical visitor support. Start by confirming the date, room and programme before inviting people. Then arrange catering, speakers, information materials and donation boxes while you still have time to adjust numbers. In the final week, check dietary requirements, print the attendance list, test the presentation equipment and prepare the welcome area so the day does not depend on last-minute decisions.

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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

1
Confirm date and location
2 people
2
Set the schedule and times
2 people
3
Draft invitations
2 people
4
Send invitations
2 people
5
Open the registration form
6
Process registrations
2 people
7
Collect dietary requirements
8
Send registration confirmations
9
Send a reminder to visitors
10
Reserve a room
11
Order catering
2 people
12
Confirm speakers
13
Collect presentations
14
Select information leaflets
2 people
15
Set up donation boxes
16
Make name badges
2 people
17
Print attendance list
18
Sort wristbands and badges
19
Create allergen cards
20
Create a music playlist
21
Test the equipment
2 people
22
Do the shopping
2 people
23
Keep chilled products cool
2 people
24
Prepare snacks
4 people
25
Set out drinks
2 people
26
Set up tables
4 people
27
Set up chairs
4 people
28
Set up the reception desk
2 people
29
Set up the information booth
2 people
30
Set up the donation point
31
Hang decorations
3 people
32
Place route signs
2 people
33
Check the lighting and power
2 people
34
Set up the presentation room
3 people
35
Test sound level
2 people
36
Check toilets
37
Give the team briefing
4 people

Event

38
Welcome visitors
4 people
39
Register attendance
2 people
40
Hand out name badges
2 people
41
Serve coffee and tea
3 people
42
Hand out information materials
2 people
43
Announce the program
44
Welcome speakers
2 people
45
Facilitate presentations
2 people
46
Moderate the Q&A
47
Serve snacks
4 people
48
Offer diet options separately
2 people
49
Refill drinks
2 people
50
Restock the coffee station
2 people
51
Empty trash bins
2 people
52
Clear tables during the event
3 people
53
Collect donations
2 people
54
Guide the thank-you moment
2 people
55
Wave goodbye to visitors
3 people

Aftercare

56
Collect tableware
3 people
57
Clear away drinks
2 people
58
Switch off equipment
2 people
59
Remove decorations
3 people
60
Clear tables and chairs
4 people
61
Sort waste
2 people
62
Clean the room
4 people
63
Clean the restrooms
2 people
64
Wash dishes
3 people
65
Gather borrowed materials
2 people
66
Return materials
2 people
67
Store leftover food
2 people
68
Safely deposit donation proceeds
2 people
69
Send thank-you message
70
Archive photos securely

What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Reception desk
Information desksqty 3
Stoolsqty 4
Coat rackqty 2
Clothes hangersqty 120
Tableclothsqty 10

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2
Presentation clicker
Coolersqty 4

Tableware

Glassesqty 140
Coffee cupsqty 120
Teacupsqty 80
Platesqty 140
Pastry forksqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitcherqty 6

Kitchen

Coffee makerqty 3
Kettleqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Oven glovesqty 2

Decorations

Pink balloonsqty 100
Pink ribbonsqty 20
Table decorationsqty 10
Flower arrangementsqty 6
Welcome sign
Program postersqty 6
Directional signsqty 10
Arrow stickersqty 20
Photo backdrop
Pink table confettiqty 10

Lighting

LED string lightsqty 6
LED lampsqty 8
Night lightsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Paper goods

Registration formsqty 140
Name badgesqty 140
Pensqty 30
Information leafletsqty 250
Donation envelopesqty 150
Allergen cardsqty 20
Wristbandsqty 140

Catering

Groceries

Tips

Set the date, room and running order first. Allow at least 6–8 weeks before the event for invitations, registration, catering and speaker arrangements, and keep one person responsible for each area.
Open registration as soon as the invitation is ready and ask about dietary requirements in the same form. Send a confirmation immediately, then issue a reminder 3–5 days before Breast Cancer Day with the start time, location and practical details.
Plan the welcome desk before you plan the refreshments. Prepare name badges, wristbands, an attendance list and clear information desks, because these small items are often forgotten until visitors are already arriving.
Treat the programme and equipment as one task. Collect presentations at least 3 days in advance, then test the laptop, projector, screen, microphone, speakers, HDMI cable and extension cords in the actual room.
Order catering from the registration numbers, but keep a buffer of around 10% for late additions. Keep chilled products in coolers, label allergen information clearly, and set out drinks, coffee and snacks only after the room layout and presentation area are ready.

Frequently asked questions

How far in advance should I organise a Breast Cancer Day?: Start planning 6–8 weeks before the event. That gives you time to confirm the room and speakers, send invitations, process registrations, order catering and resolve equipment or dietary issues.
When should I send invitations for a Breast Cancer Day?: Send invitations as soon as the date, location and basic schedule are confirmed, ideally 4–6 weeks beforehand. Close or review registration numbers about 7 days before the event so catering and printed materials can be adjusted.
How many drinks and snacks do I need for a Breast Cancer Day?: Use the final registration count as your base and add about 10% for late arrivals or extra servings. For a reception lasting one hour, plan roughly 2–3 drinks per person, plus coffee, tea and light snacks.
When should I test the equipment for a Breast Cancer Day?: Test the laptop, projector, screen, microphone, speakers and cables at least 3 days before the event, then do a short final check on the day itself. Collect all presentations in one format before the earlier test.

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.