How to organise an Alzheimer Information Day

An Alzheimer Information Day needs more than a programme and a room. Start by fixing the date, format and session times, then secure accessible rooms and approach speakers before opening registration. Give yourself time to collect dietary and transport needs, request presentation materials and confirm attendance by phone. The final week is about checking quantities, printing badges and handouts, testing the presentation equipment and making sure every visitor can find the right room.

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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 the venue and rooms
3
Approach speakers
2 people
4
Work out the program and times
2 people
5
Create a registration form
6
Send invitations
2 people
7
Publish information online
8
Process registrations
2 people
9
Collect dietary requirements
10
Inventory transport needs
11
Check accessibility by phone
12
Request presentations and materials
13
Confirm speakers final
14
Book catering
15
Order print materials
16
Create directions
17
Prepare name badges
2 people
18
Print attendance list
19
Print evaluation forms
20
Assemble info packs
3 people
21
Confirm catering quantities
22
Confirm registrations by phone
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Bring materials to the venue
3 people
26
Open venue
2 people
27
Check rooms
2 people
28
Set up tables and chairs
4 people
29
Set up registration desk
2 people
30
Set up information tables
4 people
31
Test presentations
2 people
32
Test microphones
2 people
33
Hang up signage
2 people
34
Set up the coffee station
2 people
35
Set out snacks
2 people

Event

36
Welcome speakers
2 people
37
Register visitors
3 people
38
Guide visitors to the hall
3 people
39
Explain the program
40
Deliver the opening presentation
2 people
41
Collect questions
2 people
42
Serve coffee and tea
3 people
43
Refill drinks
2 people
44
Host the information fair
4 people
45
Support the workshop space
2 people
46
Serve snacks
3 people
47
Moderate the panel discussion
3 people
48
Keep the break room tidy
2 people
49
Serve dinner
5 people
50
Check dietary meals
2 people
51
Host evening lecture
2 people
52
Distribute evaluation forms
2 people
53
Announce the closing
54
See visitors out
3 people

Aftercare

55
Collect lost and found items
2 people
56
Sort waste
3 people
57
Wash dishes
3 people
58
Clean coffee station
2 people
59
Clear information tables
3 people
60
Switch off the equipment
2 people
61
Clear tables and chairs
4 people
62
Clean rooms
3 people
63
Pack up materials
3 people
64
Lock up the venue
2 people
65
Return rental items
2 people
66
Call participants back
2 people
67
Send thank-you message
68
Send information materials follow-up

What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Bar stoolsqty 4
Registration desk
Clothes racksqty 2
Coat racksqty 4
Partitionsqty 3

Equipment

Laptopqty 2
Projector
Projection screen
Presentation clicker
Speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Extension cordsqty 4
Power stripsqty 6
Charging cablesqty 6
Cable traysqty 8

Tableware

Coffee cupsqty 100
Drinking glassesqty 120
Platesqty 120
Cutlery setsqty 120
Coffee spoonsqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Small bowlsqty 12
Serving spoonsqty 6
Hot traysqty 4
Waste binsqty 6

Decorations

Tableclothsqty 12
Name badge holdersqty 100
Information boardsqty 8
Directional signsqty 12
Flip chartsqty 3
Whiteboard markersqty 12
Clipboardsqty 6

Lighting

LED lampsqty 6
Standing lampsqty 4

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before sending invitations. Include the start and finish time of each session, breaks and room details so people can judge whether the day suits their energy, transport and care arrangements.
Check accessibility by phone at least 3–4 weeks before the event, rather than relying on a venue description. Confirm step-free access, toilets, seating, room layout and how visitors reach the registration desk.
Ask speakers for their presentations and supporting materials 7–10 days in advance. This gives you time to test files on the laptop and projector, prepare the screen and arrange printed information packs.
Close registration with enough time to act on the numbers. Confirm registrations by phone during the final week, record dietary and transport requirements, and use the final count to confirm catering quantities.
Prepare the venue kit the day before: name badges, attendance and evaluation forms, directions, cables, power strips, microphones and presentation controls. Bring materials to the venue in labelled boxes so registration and room setup do not compete for the same time.

Frequently asked questions

How far in advance should I organise an Alzheimer Information Day?: Allow at least 8–12 weeks. Use the first 2 weeks to set the date, reserve accessible rooms and approach speakers, then open registration once the programme and times are clear.
When should I confirm attendance for an Alzheimer Information Day?: Call registered attendees during the final week, ideally 3–5 days before the event. Confirm whether they are still coming and update transport, dietary and catering numbers before the final order.
How many drinks should I plan per person for the event?: For the first hour, plan on 2–3 drinks per person, then about 1 drink per person per hour afterwards. Add extra water and hot drinks if the programme includes a long morning or afternoon session.
When should speakers send their presentations?: Request final presentations and handouts 7–10 days before the event. Test every file on the event laptop and projector at least 2 days beforehand, and keep a backup copy on a separate device.

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