How to organise a Parkinson Information Day

A Parkinson Information Day needs more than a programme and a room. Start by fixing the date and accessible venue, then build the programme around confirmed speakers and open registration early enough to manage dietary and transport needs. In the final week, check the room layout, presentation equipment, printed materials and catering together. The plan below keeps those dependencies in order, so accessibility, speaker content and practical details are not left until the event morning.

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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 date and location
2 people
2
Compile program
2 people
3
Approach speakers
2 people
4
Confirm speakers
2 people
5
Design invitations
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Collect dietary requirements
10
Check accessibility
11
Inventory transport needs
12
Send parking information
13
Make reservations
14
Order catering
2 people
15
Test the equipment
2 people
16
Collect presentations
17
Print the program
18
Make name badges
2 people
19
Sort information materials
2 people
20
Print participant list
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Check the venue
2 people
25
Ventilate the hall
26
Set up tables
4 people
27
Set up chairs
4 people
28
Set up registration desk
2 people
29
Set up information stands
4 people
30
Set up the stage area
3 people
31
Connect the projector
2 people
32
Test microphones
2 people
33
Set up presentations
34
Hang up signage
2 people
35
Restock toilet supplies
36
Prepare first aid supplies
37
Brief volunteers
2 people

Event

38
Staff the reception desk
2 people
39
Register visitors
2 people
40
Hand out name badges
41
Guide visitors to the hall
2 people
42
Serve coffee and tea
3 people
43
Announce the opening
44
Guide speakers
45
Monitor the schedule
46
Operate microphones
47
Present presentations
48
Collect questions from the audience
49
Staff info booths
6 people
50
Serve snacks
3 people
51
Refill drinks
2 people
52
Provide coffee break
3 people
53
Serve diet meals
2 people
54
Restock the buffet
3 people
55
Collect tableware
2 people
56
Empty trash bins
2 people
57
Keep the break room tidy
58
Guide visitors to the exit
2 people
59
Give a thank-you gift to speakers

Aftercare

60
Switch off the equipment
2 people
61
Pack information materials
3 people
62
Fold up the tables
4 people
63
Stack chairs
4 people
64
Wash dishes
3 people
65
Clean the kitchen
2 people
66
Clean the room
4 people
67
Dispose of waste
2 people
68
Remove signage
2 people
69
Check materials
2 people
70
Return materials
2 people
71
Keep lost and found items
72
Send thank-you email
73
Share presentations

What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
Registration desk
High tablesqty 6
Changing room screenqty 2
Wheelchair-accessible tableqty 2
Lectern
Coat racksqty 4

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Presentation clicker
Wireless microphonesqty 2
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
USB sticksqty 2
Laptop chargersqty 2

Tableware

Coffee cupsqty 120
Water glassesqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 6
Coffee potsqty 4
Teapotsqty 3

Kitchen

Coolersqty 4
Food warmersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6
Measuring cupsqty 2
Kitchen scale
Serving carafesqty 8
Bottle openersqty 3

Decorations

Tableclothsqty 12
Name badgesqty 120
Name badge holdersqty 120
Information boardsqty 8
Postersqty 12
Brochure standsqty 10
Pensqty 30
Clipboardsqty 6
Notepadsqty 120
Backdrop banner
Buntingqty 6
Tapeqty 6
Scissorsqty 4
Directional signsqty 20

Lighting

Standing lampsqty 4
Battery lampsqty 6

Cleaning

Vacuum cleaner
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6
Waste binsqty 8
Paper towel dispenserqty 3
Sanitizer stationsqty 3

Catering

Groceries

Tips

Confirm accessibility before sending invitations. Check step-free access, accessible toilets, seating space for wheelchairs, clear routes and an accessible registration table; a last-minute venue change can affect every other arrangement.
Approach speakers before publishing the programme, and collect presentations several days ahead. Test each file on the event laptop with the projector, HDMI cable, clicker and microphones rather than relying on speakers to bring compatible equipment.
Open registration as soon as the programme is stable and set a clear deadline for dietary requirements. Use the registration data to prepare the participant list, name badges, seating and any transport or parking information.
Plan arrival separately from the talks. Put the registration desk, badges, programme copies and information materials where people enter, and send parking and transport guidance before the day so staff are not answering the same questions at check-in.
Do the room and catering check on the previous day if possible. Confirm tables, chairs, lectern, microphones, ventilation, chilled drinks and food-warming equipment before participants arrive; allow extra time for connecting extension cords and power strips safely.

Frequently asked questions

How far in advance should I organise a Parkinson Information Day?: Start at least 8 to 12 weeks beforehand. Confirm the date, accessible venue and main speakers first, then allow time for invitations, registrations, catering and equipment checks.
When should I send invitations for a Parkinson Information Day?: Send invitations about 4 to 6 weeks before the event, once the date, location and core programme are confirmed. Close or review registration roughly 7 days before the event so catering and participant materials can be finalised.
How do I make a Parkinson Information Day accessible?: Check step-free entry, accessible toilets, clear routes, suitable seating and an accessible registration table at least 4 weeks before the event. Ask about transport and access needs during registration, then verify the setup during the final venue check.
When should speakers submit their presentations?: Request presentations no later than 5 to 7 days before the event. Test every file on the presentation laptop and projector, and keep copies on at least two USB sticks or another backup location.

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.