How to organise a peer support day

A peer support day works best when the programme, venue and participant needs are organised in that order. Start by fixing the date and structure, then confirm an accessible venue before opening registrations. Use registration details to plan food, discussion groups, guides and accessibility support. In the final week, check contact details, brief facilitators and prepare the materials people will need on the day. This approach prevents last-minute changes to rooms, catering and volunteer cover.

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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
Set the date and program
2 people
2
Reserve venue
3
Check the venue’s accessibility
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Open registrations
7
Process registrations
2 people
8
Collect dietary requirements
9
Collect accessibility needs
10
Check participants' contact details
11
Schedule guides and volunteers
2 people
12
Brief the discussion facilitators
2 people
13
Finalize the program
2 people
14
Prepare name badges
2 people
15
Print participant list
16
Send route and parking information
17
Calculate catering quantities
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Store non-perishable groceries
2 people
21
Store chilled products in the fridge
2 people
22
Bring materials to the venue
3 people
23
Open venue
2 people
24
Check rooms and toilets
2 people
25
Set up tables and chairs
4 people
26
Set up the reception desk
2 people
27
Lay out name badges
28
Set up discussion rooms
3 people
29
Set up the rest area
2 people
30
Hang decorations
2 people
31
Test sound equipment
2 people
32
Lay out presentation materials
2 people
33
Prepare coffee and tea
3 people
34
Prepare snacks
4 people
35
Set up buffet and drinks table
3 people

Event

36
Staff the reception desk
2 people
37
Welcome participants
3 people
38
Register attendance
2 people
39
Explain the program
40
Lead the introduction round
2 people
41
Serve coffee and tea
3 people
42
Refill drinks
2 people
43
Facilitate discussion groups
6 people
44
Refill snacks
2 people
45
Serve dinner
4 people
46
Serve special meals separately
2 people
47
Set up the break room
2 people
48
Support the evening program
3 people
49
Operate the music
50
Serve last-round drinks
2 people
51
See participants off
3 people

Aftercare

52
Collect lost and found items
2 people
53
Clear away food and drinks
3 people
54
Sort and dispose of waste
3 people
55
Wash dishes
3 people
56
Take down tables and chairs
4 people
57
Remove decorations
2 people
58
Switch off and pack up equipment
2 people
59
Clean the venue
4 people
60
Clean the restrooms
2 people
61
Return materials
3 people
62
Return borrowed items
2 people
63
Store leftover food
2 people
64
Thank participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8
Lounge sofasqty 2
Side tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Presentation screen
Hand trucks
Cable reelsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8
Thermos flasksqty 6
Ice packsqty 12

Decorations

Name badgesqty 70
Name card holdersqty 10
Buntingqty 8
Table décorqty 12
Comforting throwsqty 6
Cushionsqty 10
Flip chartsqty 3
Flip chart paperqty 3
Markersqty 12
Ballpoint pensqty 70
Notepadsqty 70
Program flyersqty 70
Arrow stickersqty 20
Information boardsqty 8
Ballot slipsqty 100
Markers for participantsqty 30
Chat cornerqty 2
Conversation cardsqty 6
Pen holdersqty 8

Lighting

LED lampsqty 8
Atmosphere lightsqty 6
Spare batteriesqty 24

Catering

Groceries
Buffet traysqty 8
Serving traysqty 8
Bread basketsqty 6
Waste binsqty 6
Drink dispensersqty 4
Coolersqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 6

Tips

Set the date and outline the programme before sending invitations. Leave time for welcome, breaks, facilitated discussions and informal conversation rather than filling every minute.
Check accessibility with the venue before confirming it. Ask about entrances, toilets, room layout and seating, then collect participants’ access needs during registration and review them at least one week before the event.
Close or review registrations early enough to calculate catering quantities. Plan food and drinks from the confirmed participant count, including dietary requirements, and keep chilled products refrigerated until they are taken to the venue.
Brief discussion facilitators separately from the general event information. Give them the session purpose, timings, group size, boundaries and what to do if a participant needs additional support.
Prepare the room and technology before participants arrive. Check tables, chairs, name badges, microphones, the projector, power connections and water, then test the sound and presentation setup during the venue check.

Frequently asked questions

How far in advance should I organise a peer support day?: Start planning at least 8 to 12 weeks ahead. Reserve the venue and set the programme first, then allow several weeks for invitations, registrations, accessibility requests and volunteer scheduling.
When should registrations close for a peer support day?: Close registrations about 7 days before the event if possible. That gives you time to confirm contact details, dietary and accessibility requirements, discussion groups, volunteer cover and catering quantities.
How many facilitators do I need for a peer support day?: Plan one discussion facilitator for each small-group session, plus at least one organiser who can handle questions and practical issues. Confirm the final number after registrations close, when you know the group sizes and programme.
What should I check at the venue on the day?: Arrive at least 90 minutes before participants. Check the rooms and toilets, arrange tables and chairs, confirm accessible routes, test microphones and the projector, and make sure catering, water and name badges are ready.

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.