How to organise a Prostate Cancer Day

A Prostate Cancer Day needs a clear programme, reliable speakers and a registration process that gives visitors useful information before they arrive. Start with the date, venue and running order, then build the invitations, questions, materials and volunteer rota around them. Allow time to collect dietary requirements and visitor questions, and publish travel and parking details early. The final week is for confirming registrations, testing presentations and checking that the registration desk, information tables and refreshments are ready.

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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
Book speakers and experts
2 people
4
Assign information tables
2 people
5
Draft invitations
2 people
6
Send invitations
2 people
7
Open the registration form
8
Post promotion on social media
9
Process registrations
2 people
10
Collect dietary requirements
11
Collect Visitor Questions
12
Publish program and route
13
Request presentations and materials
2 people
14
Order informational materials
15
Order catering
16
Schedule volunteers
2 people
17
Share parking and travel info
18
Confirm registrations
2 people
19
Prepare name badges
2 people
20
Test presentations
2 people
21
Do the shopping
2 people
22
Assemble information folders
3 people
23
Chill drinks
2 people
24
Check the venue
2 people
25
Prepare the registration desk
2 people
26
Set out the room layout
3 people
27
Set up tables and chairs
4 people
28
Set up the presentation equipment
2 people
29
Set up information tables
4 people
30
Hang up signage
2 people
31
Hang decorations
2 people
32
Set out coffee and tea
2 people
33
Set out snacks
2 people
34
Set up private conversation rooms
2 people
35
Brief the registration team
2 people

Event

36
Welcome speakers
2 people
37
Register visitors
3 people
38
Distribute program
2 people
39
Guide visitors to the hall
2 people
40
Handle the opening
41
Host lectures
2 people
42
Pass around the microphone
43
Collect questions
44
Staff information desks
8 people
45
Facilitate one-on-one conversations
4 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Collect waste
2 people
50
Check toilets
51
Support the technical setup
52
Announce breaks
53
Support the evening program
2 people
54
Give thank-you speech
55
See visitors out
2 people
56
Hand out information materials
2 people
57
Collect lost and found items

Aftercare

58
Collect tableware
3 people
59
Clean coffee equipment
2 people
60
Take down tables and chairs
4 people
61
Switch off the equipment
2 people
62
Pack up materials
3 people
63
Dispose of waste
2 people
64
Clean the room
3 people
65
Clean the restrooms
2 people
66
Hand over the venue
2 people
67
Chill leftover food
2 people
68
Wash dishes
3 people
69
Set aside return materials
2 people
70
Return borrowed materials
2 people
71
Send visitor thank-you gifts
72
Share presentations digitally
73
Collect expenses

What to bring

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

Furniture

Tablesqty 12
Chairsqty 130
Registration desk
Stoolsqty 12
Coat racksqty 4
Waste binsqty 8

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 2
Microphone stand
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Presentation clicker

Tableware

Coffee cupsqty 140
Drinking glassesqty 140
Platesqty 140
Forksqty 140
Knivesqty 140
Spoonsqty 140
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Ice packsqty 12

Decorations

Tableclothsqty 12
Bannersqty 4
Flower arrangementsqty 6
Name card holdersqty 20
Poster puttyqty 4
Table décorqty 12

Lighting

LED lampsqty 8
String lightsqty 4

Catering

Water dispensersqty 2
Drink cratesqty 4
Cooling matsqty 4
Snack plattersqty 12
Napkin holdersqty 8
Sugar bowlsqty 4
Milk jugsqty 4
Groceries

Information

Information foldersqty 130
Program bookletsqty 150
Brochure holdersqty 16
Information leafletsqty 500
Notepadsqty 130
Ballpoint pensqty 150
Name stickersqty 150
Registration formsqty 150
Evaluation formsqty 150
Presentation foldersqty 12
Flip chart sheetsqty 30
Markersqty 24
Clipboardsqty 10
Directional signsqty 12

Cleaning

Cleaning bucketsqty 3
Cleaning clothsqty 12
Floor squeegeesqty 2
Broom setsqty 2
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Safety

First aid kits
Flashlightsqty 2
Glovesqty 2

Tips

Set the date, programme and venue before inviting speakers or opening registration. Keep enough time between sessions for visitors to move between the information tables and to ask questions.
Open registration as soon as the programme and route are stable. Close or review the form at least 3 days before the event so you can prepare name badges, confirm attendance and pass dietary requirements to catering.
Ask visitors for questions when they register, rather than waiting until the event. Send the collected questions to speakers with the request for presentations and materials at least 1 week beforehand.
Schedule volunteers by specific station and time block, including the registration desk, information tables and room support. Give each person arrival instructions before the event, not on the morning itself.
Run a complete technical check before doors open: test every presentation, the projector, screen, speakers and wireless microphones, and check extension cords, power strips and charging cables. Set up coffee, water and chilled drinks only after the room layout and equipment have been checked.

Frequently asked questions

How far in advance should I plan a Prostate Cancer Day?: Start planning at least 8 to 12 weeks before the event. That gives you time to reserve the venue, book speakers, order informational materials, open registration and schedule volunteers without rushing.
When should I send invitations for a Prostate Cancer Day?: Send the first invitations 4 to 6 weeks before the event, once the date, venue and main programme are confirmed. Send a final confirmation with the route, parking information and start time 3 to 5 days beforehand.
When should I order catering for a Prostate Cancer Day?: Place the catering order about 1 to 2 weeks before the event, after reviewing registrations and dietary requirements. Confirm the final numbers and special requirements no later than 3 days before the event.
What should I check on the morning of the event?: Arrive at least 2 hours before visitors. Check the venue layout, registration desk, name badges, information folders, presentations, microphones, projection equipment, refreshments and volunteer assignments before opening the doors.

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