How to organise a mobile consultation

A mobile consultation works best when you treat it as both an appointment service and a temporary workspace. Start by confirming the audience, opening hours, route and location before inviting people or scheduling appointments. Then prepare registrations, forms and information materials while testing every device and connection. On the day, allow time to position the mobile unit, create a private consultation area and set up reception before the first appointment arrives.

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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 pitch
2
Check the permit
3
Confirm route and location
4
Define target audience and opening hours
2 people
5
Send invitations
2 people
6
Post the announcement online
7
Process registrations
8
Collect dietary requirements
9
Schedule office hour appointments
2 people
10
Confirm contact details
11
Select information leaflets
12
Print forms and privacy sheets
13
Create appointment list and registration list
14
Charge laptops and tablets
15
Test printer and scanner
16
Test Wi-Fi and data connection
17
Do the shopping
2 people
18
Pack materials and documents
2 people
19
Check mobile unit
2 people
20
Drive to the stand location
2 people
21
Position mobile unit
2 people
22
Connect power supply
2 people
23
Set up tables and chairs
3 people
24
Place privacy screens
2 people
25
Set up the reception desk
2 people
26
Hang up signage
2 people
27
Lay out brochures and forms
2 people
28
Set out coffee and tea
2 people
29
Connect equipment and printer
2 people
30
Brief the team

Event

31
Welcome visitors
2 people
32
Register visitors
2 people
33
Manage the queue and appointments
34
Hold office hours
6 people
35
Process forms and documents
2 people
36
Hand out information leaflets
37
Serve coffee and tea
38
Refill drinks
39
Clean workstations during breaks
40
Guide visitors to the exit

Aftercare

41
Store documents safely
2 people
42
Switch off equipment
2 people
43
Pack materials and brochures
3 people
44
Clear tables and chairs
3 people
45
Take down privacy screens
2 people
46
Collect waste
2 people
47
Clean the workstations
2 people
48
Leave the mobile unit clean
2 people
49
Drive back to the stand location
2 people
50
Return equipment
2 people
51
Process registrations
2 people
52
Pass on open questions
2 people

What to bring

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

Furniture

Mobile clinic unit
Foldable tablesqty 6
Folding chairsqty 18
Reception desk

Privacy

Privacy screensqty 4

Equipment

Laptopsqty 6
Tabletsqty 2
Multifunction printer
Mobile Wi-Fi routerqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Lighting

Work lightsqty 4

Communication

Information boardsqty 4
Route arrowsqty 8
Clipboardsqty 10
Ballpoint pensqty 30
Name stickersqty 30
Information leafletsqty 250
Registration foldersqty 6
Archive boxesqty 4

Tableware

Reusable coffee cupsqty 50
Reusable water glassesqty 50
Teaspoonsqty 30

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Cleaning

Cleaning bucketqty 2
Microfiber clothsqty 12
Hand sanitizerqty 4
Paper towelsqty 4
Waste binsqty 4

Catering

Groceries

Tips

Confirm the pitch, permit, route and opening hours before publishing the announcement. A change to the location after invitations go out can disrupt registrations and appointment times.
Schedule appointments in blocks and keep a separate registration list for walk-ins. Collect dietary requirements and confirm contact details early, rather than trying to resolve missing information at reception.
Test laptops, tablets, the multifunction printer, scanner and mobile Wi-Fi at least one day before departure. Charge devices fully and pack power banks, extension cords and cable reels as backups.
Pack forms, privacy sheets, leaflets, clipboards and pens in clearly labelled registration folders. Keep archive boxes separate so completed paperwork does not get mixed with blank documents.
Arrive early enough to position the mobile unit, connect power and set up tables, chairs, privacy screens and reception. Check the consultation area before opening so visitors are not waiting while cables or screens are moved.

Frequently asked questions

How early should I arrive for a mobile consultation?: Allow at least 60 to 90 minutes before opening. This gives you time to position the mobile unit, connect power, set up privacy screens and test the reception desk and devices.
When should I send invitations for a mobile consultation?: Send invitations and post the announcement online after the location, route and opening hours are confirmed, preferably 2 to 3 weeks in advance. Close or review registrations 2 to 3 days before the event so appointment lists can be checked.
How do I prepare equipment for a mobile consultation?: Test laptops, tablets, the printer, scanner and Wi-Fi at least 24 hours beforehand. Charge all devices overnight and pack power banks, spare cables and a mobile Wi-Fi router in addition to the main setup.
How much time should I allow between consultation appointments?: Leave 10 to 15 minutes between appointments for registration, notes and cleaning the workspace. Use a separate list for unscheduled visitors so walk-ins do not delay booked consultations.

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