How to organise a Diabetes Day

A Diabetes Day usually combines talks, workshops, information stands and informal conversations, so the planning depends on more than booking a room. Start by fixing the date and location, then build the programme around speakers and workshop capacity. Registration should capture dietary and accessibility needs early, while technical checks and room layouts prevent delays on the day. Work backwards from the event date so confirmations, presentations, catering and information packs are ready in a controlled sequence.

Organize this event for free with Lizzt

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
Compile program
2 people
3
Approach speakers
2 people
4
Set up the workshop rooms
2 people
5
Create a registration form
6
Send invitations
2 people
7
Post promotion on social media
8
Hang posters
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect accessibility needs
12
Send confirmation to visitors
13
Send speaker information
14
Book catering
2 people
15
Reserve furniture
16
Reserve equipment
17
Check permits
18
Check insurance details
19
Finalize the program
2 people
20
Update participant list
21
Prepare name badges
2 people
22
Assemble info packs
3 people
23
Collect presentations
24
Check workshop materials
2 people
25
Do the shopping
3 people
26
Collect fresh produce
2 people
27
Pick up the equipment
2 people
28
Clean the venue
3 people
29
Set up tables and chairs
4 people
30
Set up the reception desk
2 people
31
Set up info stands
4 people
32
Set up workshop tables
3 people
33
Hang up decorations
2 people
34
Test presentations
2 people
35
Test microphones
2 people
36
Chill drinks
2 people
37
Set up coffee station
2 people
38
Prepare snacks
4 people
39
Prepare information packs
2 people

Event

40
Staff the registration table
3 people
41
Welcome visitors
4 people
42
Hand out name badges
2 people
43
Explain the program
44
Deliver the opening presentation
2 people
45
Give diabetes lecture
2 people
46
Serve coffee and tea
3 people
47
Refill drinks
2 people
48
Serve snacks
3 people
49
Lead the healthy lifestyle workshop
3 people
50
Lead the movement workshop
3 people
51
Serve healthy meal
5 people
52
Serve special meals separately
2 people
53
Moderate the panel discussion
3 people
54
Collect questions from the audience
2 people
55
Staff info booths
6 people
56
Restock materials at the booths
2 people
57
Keep the break room clean
2 people
58
Empty trash bins
2 people
59
Direct visitors to workshops
2 people
60
Check speaker attendance
61
Announce schedule changes
62
Handle the closing
2 people
63
Wave goodbye to visitors
3 people

Aftercare

64
Collect tableware
3 people
65
Wash dishes
3 people
66
Clean the dining area
3 people
67
Take down the information booths
4 people
68
Switch off the equipment
2 people
69
Remove decorations
2 people
70
Put tables and chairs back
4 people
71
Sort and remove waste
3 people
72
Conduct the final venue check
2 people
73
Return borrowed materials
2 people
74
Process leftover food
2 people
75
Send visitor thank-you gifts
76
Share photos with permission

What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
High tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging stationsqty 2
Presentation clickerqty 2
Cable tiesqty 50

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Knivesqty 150
Forksqty 150
Spoonsqty 150
Serving plattersqty 16
Serving tongsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Serving trays with lidsqty 12
Food thermometersqty 2
Allergen cardsqty 30

Decorations

Tableclothsqty 14
Diabetes Day postersqty 12
Directional signsqty 10
Name badgesqty 130
Lanyardsqty 130
Balloonsqty 80
Balloon standsqty 6
Tapeqty 8
Scissor setsqty 4

Lighting

LED lampsqty 8
Mood lightingqty 4
Lamp standsqty 4

Sports equipment

Yoga or fitness matsqty 30
Elastic bandsqty 30
Pedometersqty 20

Care supplies

Blood glucose metersqty 4
Test stripsqty 100
Safety lancetsqty 100
Alcohol swabsqty 120
Nitrile glovesqty 200
Sharps containersqty 4
First aid kitsqty 2
Cool bags for insulinqty 4

Office

Clipboardsqty 8
Ballpoint pensqty 40
Notepadsqty 40
A4 printing paperqty 500
Information leafletsqty 150
Envelopesqty 150
Badge holdersqty 130
Markersqty 20
Flipchart padsqty 4
Sticky notesqty 12
Presentation foldersqty 20

Cleaning

Reusable cleaning clothsqty 30
Bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 2
Litter pickersqty 2
Hand soap dispensersqty 6

Catering

Groceries

Tips

Build the programme before promoting the event. Confirm speakers and workshop formats first, then publish a timetable with start and finish times, room names and registration details.
Open registration as soon as the core programme is stable. Include separate fields for dietary requirements and accessibility needs, and send confirmed visitors an update when the programme or practical information changes.
Check every presentation and workshop requirement at least one week before the event. Test the laptop, projector, screen, speakers and wireless microphones in the actual rooms rather than relying on equipment specifications.
Plan the arrival process around one registration desk. Prepare name badges and information packs in alphabetical order, and keep an up-to-date participant list for late changes and workshop capacity checks.
Do the final venue walk-through the day before. Confirm room layouts, furniture, coat racks, waste bins, extension cords and charging points, and make sure catering equipment is placed where it will not block registration or workshop access.

Frequently asked questions

How far in advance should I organise a Diabetes Day?: Start planning at least 8 to 12 weeks ahead. Use the first two weeks to confirm the date, location, programme outline and speakers before sending invitations or posting promotion.
When should registration open for a Diabetes Day?: Open registration around 6 weeks before the event, once the main programme and workshop structure are clear. Close or review numbers 7 to 10 days beforehand so you can finalise catering, name badges and room capacity.
How do I make a Diabetes Day accessible?: Collect accessibility needs during registration and review them at least 2 weeks before the event. Check routes, seating, workshop rooms, presentation visibility and microphone coverage with the venue before sending final visitor information.
When should I test the AV equipment for a Diabetes Day?: Complete a full test at least 7 days before the event and repeat a shorter check on the day itself. Test presentations, microphones, cables, power strips and the presentation clicker in each room where they will be used.

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.