How to organise a Cancer Information Day

A Cancer Information Day needs more than a programme and a room. Start by deciding what visitors should leave knowing, then build the schedule around trusted speakers, information providers and time for questions. Confirm accessibility before invitations go out, and collect dietary and access requirements through the registration form. In the final week, check presentations, signage, microphones, handouts and aftercare information so attendees can find help after the event.

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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
Set program and theme
2 people
2
Approach speakers and information providers
2 people
3
Reserve the venue and room layout
2 people
4
Check the venue’s accessibility
2 people
5
Create a registration form
6
Create privacy text for sign-ups
7
Draft invitations
2 people
8
Send invitations
2 people
9
Process registrations
10
Collect dietary requirements
11
Collect accessibility needs
12
Send program to attendees
13
Request presentations and materials
14
Select information leaflets
2 people
15
Compile aftercare information
2 people
16
Brief discussion facilitators
2 people
17
Assign volunteers
2 people
18
Order catering and groceries
2 people
19
Reserve equipment and microphones
20
Design signage
21
Create name tags and attendance list
2 people
22
Send reminder to participants
23
Process the final cancellations
24
Do the shopping
2 people
25
Print flyers and forms
2 people
26
Prepare information tables
2 people
27
Store catering chilled
2 people

Event

28
Open hall
2 people
29
Set up tables and chairs
4 people
30
Set up the reception desk
2 people
31
Set up information tables
4 people
32
Hang up signage
2 people
33
Test presentations
2 people
34
Test microphones
2 people
35
Set out coffee and tea
3 people
36
Set out snacks and fruit
3 people
37
Welcome volunteers
2 people
38
Welcome speakers
2 people
39
Brief speakers
2 people
40
Register participants
3 people
41
Hand out name badges
2 people
42
Explain the program
43
Deliver the opening presentation
2 people
44
Lead the medical information session
3 people
45
Serve coffee and tea
3 people
46
Refill drinks
2 people
47
Facilitate the conversation space
3 people
48
Replenish information leaflets
2 people
49
Serve hot meal
4 people
50
Serve diet meals separately
2 people
51
Moderate the panel discussion
3 people
52
Collect questions from the audience
2 people
53
Keep the break room quiet
54
Handle evening presentation
2 people
55
Hand out aftercare contact details
2 people
56
Handle the closing
2 people
57
See participants off
2 people

Aftercare

58
Collect tableware
3 people
59
Collect waste
3 people
60
Take down information tables
3 people
61
Switch off the equipment
2 people
62
Pack brochures and materials
2 people
63
Wash dishes
3 people
64
Clean the room
4 people
65
Put the tables and chairs back
4 people
66
Lock up the venue
2 people
67
Return borrowed materials
2 people
68
Send a thank-you gift to participants
69
Share presentations digitally
70
Respond to pending information requests
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 90
Information desksqty 6
Lounge armchairsqty 6
Coat racksqty 3

Equipment

Laptopqty 2
Projectorqty 2
Projection screenqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4
Presentation clickersqty 2
Paper shredder

Tableware

Coffee cupsqty 100
Drinking glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Knivesqty 6
Pliersqty 6
Bowlsqty 12
Coolersqty 4
Food warmersqty 6
Induction platesqty 2
Kettlesqty 3
Coffee machinesqty 3

Decorations

Tablecloth setsqty 12
Name badgesqty 100
Name badge holdersqty 10
Information sign standsqty 8
Directional signsqty 12
Speaker cardsqty 10
Fabric backdropsqty 2

Lighting

Standing lampsqty 4
Battery lanternsqty 6

Cleaning

Cleaning bucketqty 2
Mopsqty 3
Broom setsqty 2
Dustpan and brushqty 2
Waste binsqty 8
Hand soap dispensersqty 4
Disinfectant dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Paper goods

Information leafletsqty 300
Program flyersqty 120
Aftercare cardsqty 120
Evaluation formsqty 100
Attendance listsqty 6
Notepadsqty 100
A4 paperqty 3
Envelopesqty 120

Office supplies

Ballpoint pensqty 150
Markersqty 12
Permanent markersqty 12
Rolls of tapeqty 8
Painter's tapeqty 8
Sticky notesqty 12
Clipboardsqty 10
Scissorsqty 6
Staplersqty 3
Paper clipsqty 3
Name card holdersqty 100

Safety

Flashlightsqty 4
Non-slip matsqty 8
Cable matsqty 12
Face masksqty 100
Disposable apronsqty 20

Tips

Set the programme before contacting speakers. Allow 10–15 minutes between sessions for questions, movement between information desks and changes to microphones or presentations.
Check accessibility when you reserve the venue, not after registrations arrive. Confirm step-free access, accessible toilets, seating options and clear routes from the entrance to the main room and information desks.
Put privacy wording directly on the registration form and ask for dietary and accessibility needs at the same time. Send the programme and practical arrival details at least 7 days before the event.
Ask speakers for their presentations and handouts at least 5 working days in advance. Test every laptop, projector, screen and wireless microphone before attendees arrive, including extension cords and power strips.
Prepare the closing information before the day starts. Keep aftercare leaflets available at the information desks, brief discussion facilitators and volunteers, and use a shredder for unwanted registration or attendance paperwork.

Frequently asked questions

How far in advance should I plan a Cancer Information Day?: Start planning at least 8–12 weeks before the event. This gives you time to secure the venue, approach speakers, create registration and privacy text, send invitations and order equipment and catering.
When should invitations for a Cancer Information Day be sent?: Send the first invitations 4–6 weeks before the event. Close or review registrations about 7 days beforehand, then send the final programme, access information and arrival instructions to registered attendees.
How long should a Cancer Information Day programme be?: Plan around 4–6 hours for the public programme, including breaks and time for information desks. Keep individual talks to roughly 20–30 minutes and leave at least 10 minutes for questions or room changes.
What should I confirm with attendees before the event?: Confirm registration, dietary requirements, accessibility needs and any final cancellations 5–7 days before the event. Use the final attendance list to prepare name tags, seating, catering quantities and printed materials.

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