How to organise a Lung Cancer Day

A Lung Cancer Day needs more than a programme and a room. You are coordinating speakers, personal experiences, registrations, accessibility needs, catering and presentation equipment around a timetable that people can follow. Start by securing the venue and date, then build the programme before inviting participants. In the final week, check every practical detail, from dietary requirements and directions to microphones, projection and safe room access. Use the complete plan below to keep preparation in the right order.

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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 the venue definitively
2
Set the schedule and times
2 people
3
Approach speakers and experts by experience
2 people
4
Confirm Presentations and Contributions
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Collect accessibility needs
11
Confirm registrations
2 people
12
Print participant list
13
Prepare name badges
2 people
14
Send directions
15
Share parking information
16
Place catering reservation
17
Check the shopping list
2 people
18
Do the shopping
2 people
19
Collect fresh produce
2 people
20
Bring materials to the venue
3 people
21
Open venue
2 people
22
Check safety and escape routes
2 people
23
Set out the room layout
3 people
24
Set up tables and chairs
4 people
25
Set up the reception desk
2 people
26
Set up info stands
3 people
27
Set up the presentation area
2 people
28
Connect the technical equipment
2 people
29
Test presentations
2 people
30
Test microphones
2 people
31
Chill drinks
2 people
32
Set up coffee and tea station
2 people
33
Set out snacks
3 people
34
Lay out name badges

Event

35
Staff the registration table
2 people
36
Welcome visitors
3 people
37
Explain the program
38
Handle the opening
2 people
39
Host lectures
2 people
40
Collect questions from the audience
2 people
41
Staff info booths
5 people
42
Serve break snacks
3 people
43
Refill drinks
2 people
44
Refill coffee and tea
2 people
45
Manage Prayer or Quiet Room
46
Announce evening program
47
Lead the memorial moment
2 people
48
Set up the dinner buffet
4 people
49
Serve dinner buffet
4 people
50
Serve diet meals
2 people
51
Collect tableware and waste
3 people
52
Support the evening lecture
2 people
53
Deliver the thank-you speech
54
See visitors out
3 people
55
Collect lost and found items

Aftercare

56
Switch off the equipment
2 people
57
Pack informational materials
3 people
58
Put furniture back
4 people
59
Clean the kitchen
3 people
60
Wash dishes
3 people
61
Sort and dispose of waste
3 people
62
Clean the room
3 people
63
Check and clean the restrooms
2 people
64
Return materials
3 people
65
Return borrowed items
2 people
66
Distribute leftover food
2 people
67
Send thank-you message
68
Archive photos securely
69
Follow up on information requests
2 people
70
Sort invoices and receipts

What to bring

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

Furniture

Reception tablesqty 2
Tablesqty 12
Chairsqty 100
High tablesqty 6
Tableclothsqty 14
Coat racksqty 3

Tableware

Dinner platesqty 110
Pastry platesqty 110
Soup bowlsqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine and soft drink glassesqty 120
Cutlery setsqty 110
Serving spoonsqty 12
Serving plattersqty 14

Equipment

Projector
Projection screen
Laptop
Microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Food warmersqty 6
Induction platesqty 2
Kitchen towelsqty 12

Decorations

Welcome sign
Directional signsqty 8
Info stand signsqty 6
Name card holdersqty 100
Flags and bannersqty 8

Lighting

Standing lampsqty 4
LED light stringsqty 4

Cleaning

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

Catering

Groceries

Tips

Confirm the venue and timetable before approaching speakers or sending invitations. Allow at least 6–8 weeks for speakers to confirm their presentations and contributions, especially when people are sharing personal experiences.
Open registration as soon as invitations go out, and ask about dietary requirements and accessibility needs on the same form. Review new registrations weekly and send a final confirmation with directions and parking information 5–7 days before the event.
Treat the reception desk as a working station, not just a table. Prepare the participant list and name badges in alphabetical order, with spare blank badges and pens available for late registrations.
Test the projector, laptop, screen, microphones and speakers in the actual room at least one day before Lung Cancer Day. Check extension cords and power strips without creating trip hazards, then secure loose cables with cable ties.
Plan catering around the programme rather than placing food in the room too early. Check the shopping list, collect fresh produce close to the event, and set out coffee machines, kettles, thermos flasks, water glasses and serving utensils before participants arrive.

Frequently asked questions

How far in advance should I organise a Lung Cancer Day?: Start at least 8 weeks ahead if the programme includes several speakers or contributions from people with lived experience. Use the first 1–2 weeks to confirm the venue, date and schedule before sending invitations.
When should I send invitations for a Lung Cancer Day?: Send invitations 6–8 weeks before the event, with the registration form ready at the same time. Close or review registration 5–7 days beforehand so you can print the participant list and prepare name badges.
How do I plan accessibility for a Lung Cancer Day?: Ask about accessibility needs during registration, not after people arrive. Review the responses at least 2 weeks before the event and confirm that the room layout, routes, seating and presentation arrangements support the requests.
When should I test the AV equipment for Lung Cancer Day?: Test the projector, screen, laptop, microphones and speakers in the venue 24 hours before the event, then do a short sound and display check when the venue opens. Keep spare extension cords, power strips and cable ties available.

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.