How to organise a computer drop-in session

A computer drop-in works best when the room, equipment and support process are ready before the first visitor arrives. Start by booking the room and fixing the session times, then collect registrations and any access or dietary needs. In the final week, test every laptop, screen, printer and network connection, and prepare backup files and software. On the day, set up numbered workstations, a staffed reception desk and clearly marked help points so visitors can start without waiting.

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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
Reserve a room
2
Record date and times
3
Draft invitations
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Schedule volunteers
8
Check Wi-Fi details
9
Test computers and screens
2 people
10
Install required software
2 people
11
Make backups of practice files
12
Check the shopping list
13
Do the shopping
2 people
14
Send confirmation to participants
15
Prepare aid stations
2 people
16
Set up the registration table
17
Set up tables and chairs
3 people
18
Connect the computers
3 people
19
Test the network
2 people
20
Lay out equipment
2 people
21
Prepare coffee and tea
2 people
22
Chill drinks
23
Hang up information signs
24
Number the workstations

Event

25
Staff the reception desk
26
Register visitors
2 people
27
Inventory help requests
2 people
28
Provide Computer Help
4 people
29
Guide workstations
2 people
30
Assist with printer use
31
Serve coffee and tea
32
Refill drinks
33
Refill snacks
34
Tidying up workstations in between

Aftercare

35
Shut down computers safely
3 people
36
Disconnect equipment
3 people
37
Collect waste
2 people
38
Wash dishes
2 people
39
Clean the room
3 people
40
Put furniture back
3 people
41
Return borrowed items
2 people
42
Store leftover materials

What to bring

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

Furniture

Work tablesqty 10
Chairsqty 24
Registration desk
Storage cabinet

Equipment

Laptopsqty 10
Computer miceqty 10
Keyboardsqty 10
Screensqty 6
Printersqty 2
Webcamsqty 4
Headsetsqty 6
Usb sticksqty 10
USB hubsqty 4
Wi-Fi router
Network switch
Extension cordsqty 8
Power stripsqty 10
Charging cablesqty 12
Cable reelsqty 2
Printer paperqty 3
Toner cartridgesqty 2
Cable tiesqty 50
Cable markersqty 30

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 3
Serving traysqty 3
Coolersqty 2
Waste binsqty 3

Decorations

Information boardsqty 6
Workstation cardsqty 12
Pen holdersqty 4
Tableclothqty 2

Cleaning

Microfiber clothsqty 8
Cleaning spongesqty 4
Bucketsqty 2
Broom
Dustpan and brushqty 2
Hand soapqty 2

Catering

Groceries

Tips

Book the room and record the exact start and finish times before sending invitations. Allow at least 60 minutes before opening for tables, chairs, registration and equipment setup.
Ask about dietary requirements when people register, not on the day. Send a confirmation message with the arrival time, what help is available and any files or passwords participants need.
Test the network with every computer connected, rather than checking only the Wi-Fi signal. Install the required software, open a practice file and print one test page before participants arrive.
Number the workstations and label cables, chargers and USB hubs during setup. Keep spare mice, keyboards, charging cables and USB sticks together so a volunteer can replace them quickly.
Schedule volunteers in overlapping shifts if the session lasts more than two hours. Keep one person at reception and one person available at the aid stations, while coffee, tea and chilled drinks are prepared separately from the computers.

Frequently asked questions

How early should I set up a computer drop-in session?: Plan to arrive at least 60 minutes before opening. Use the first 30 minutes for tables, chairs and power, then reserve the remaining time for network, software and printer tests.
How do I prepare computers for a drop-in session?: Test each laptop, screen, mouse and keyboard individually at least one day beforehand. Install the required software, make backups of practice files and keep spare cables and input devices ready on the day.
How many volunteers do I need for a computer drop-in?: For a small session, schedule at least two volunteers at any one time: one at reception and one for technical help. Add another volunteer when the number of workstations or simultaneous visitors makes one helper unable to respond within a few minutes.
When should I send confirmation to computer drop-in participants?: Send confirmation 2 to 3 days before the session. Include the arrival time, room details, registration instructions and any information participants must bring or prepare.

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