How to organise an Autism Information Day

Start by fixing the purpose, audience and format before booking anything. Then secure an accessible room, build a practical programme and confirm speakers early enough to publish reliable information. Registration should collect attendance, dietary needs and accessibility requirements without asking for unnecessary personal details. In the final week, test every presentation, mark quiet routes and rest areas, brief volunteers and prepare clear signs so visitors know where to go without having to ask.

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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 the room
2
Finalize the program
2 people
3
Approach speakers
2 people
4
Confirm speakers
5
Schedule workshops
2 people
6
Create a registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Check accessibility
11
Send parking information
12
Create directions
13
Set up the rest area
2 people
14
Set a low-stimulation route
2 people
15
Print the program
2 people
16
Make name badges
2 people
17
Make information signs
2 people
18
Collect presentations
19
Test presentations
2 people
20
Brief volunteers
2 people
21
Do the shopping
2 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Set up catering
3 people
25
Set up tables
4 people
26
Set up chairs
4 people
27
Set up registration desk
2 people
28
Connect the technical equipment
2 people
29
Set up signage
2 people
30
Check rest area
31
Conduct a safety check
2 people

Event

32
Staff the reception desk
3 people
33
Register visitors
3 people
34
Distribute program
2 people
35
Direct visitors to the halls
2 people
36
Deliver the opening presentation
2 people
37
Guide speakers
2 people
38
Lead the workshops
6 people
39
Staff information desks
8 people
40
Staff the quiet room
2 people
41
Answer questions at the information desk
2 people
42
Serve coffee and tea
3 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Keep catering tables clean
2 people
46
Empty trash bins
2 people
47
Check toilets
2 people
48
Check the sound level
49
Announce breaks
50
Lead the final Q&A
2 people
51
See visitors out
3 people

Aftercare

52
Switch off the equipment
2 people
53
Collect materials
4 people
54
Wash dishes
3 people
55
Sort waste
2 people
56
Clear tables and chairs
4 people
57
Clean the rooms
4 people
58
Clear the rest area
2 people
59
Collect lost and found items
60
Hand over the venue
2 people
61
Return borrowed materials
2 people
62
Send back the presentations

What to bring

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

Furniture

Tablesqty 12
Chairsqty 150
Bar stoolsqty 6
Registration desk
Information desksqty 8
Stoolsqty 12
Lounge armchairsqty 4
Changing room screensqty 3
Coat racksqty 4
Storage cratesqty 12

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Extension cordsqty 8
Power stripsqty 8
Wireless microphoneqty 2
Speakersqty 2
Presentation clickerqty 2
Charging stationsqty 3

Tableware

Coffee cupsqty 150
Glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving plattersqty 16
Serving spoonsqty 16
Coffee potsqty 6
Thermos flasksqty 8
Water jugsqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 4
Kettlesqty 4
Coffee filtersqty 200
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Measuring cupsqty 4

Decorations

Name badgesqty 180
Tableclothsqty 16
Directional signsqty 20
Door signsqty 12
Program boardsqty 8
Flip chartsqty 6
Flip chart paperqty 6
Markersqty 24
Pensqty 100
Tapeqty 8
Kneadable eraserqty 6
Table numbersqty 20

Rest area

Beanbagsqty 6
Blanketsqty 8
Headphonesqty 10
Earplugsqty 30
Fidget materialsqty 20
Sunglassesqty 10
Visual timersqty 4
Soundproof curtainsqty 4

Lighting

Standing lampsqty 4
LED lightsqty 8
Light filtersqty 8

Cleaning

Hand soap dispensersqty 6
Sanitizing stationsqty 6
Waste binsqty 12
Mopqty 2
Bucketsqty 2
Broom setsqty 2
Cleaning clothsqty 20

Safety

First aid kit
Flashlightsqty 4
Cable matsqty 10
Pictogram stickersqty 40

Catering

Groceries

Tips

Book the room before approaching speakers, and check more than step-free access: review toilets, acoustics, lighting, seating, parking information and whether a low-stimulation route can be marked. Do this at least 8 weeks before the event.
Confirm the programme before sending invitations. Allow 20–30 minutes between workshops for movement, questions and sensory breaks, and publish session times only after every speaker has confirmed.
Use the registration form to ask for dietary requirements and access needs, then send a confirmation with directions and parking information within 3 working days. Keep a separate contact list for updates rather than printing sensitive details on badges.
Plan the sensory environment as carefully as the talks. Set up a rest area with lounge seating, identify a low-stimulation route, and make information signs readable from a few metres away instead of relying on spoken announcements.
Run a full technical check 1–2 days beforehand with the actual laptop, projector, screen, HDMI cables, microphone and presentation files. On the day, brief volunteers on registration, rest-area guidance and what to do if a session or presentation fails.

Frequently asked questions

How far in advance should I organise an Autism Information Day?: Start at least 8 weeks ahead if the event includes several speakers and workshops. Book the room first, confirm the programme and speakers next, then open registration once the essential details are stable.
What should an Autism Information Day registration form ask?: Ask for the attendee’s name, contact details, chosen sessions, dietary requirements and any accessibility support they want to request. Send a confirmation within 3 working days and avoid collecting information you will not use.
How do I make an Autism Information Day sensory-friendly?: Provide a clearly marked rest area, a low-stimulation route and seating options away from busy registration or catering points. Check lighting, noise and room layout during the venue visit, then explain these facilities in the invitation and on arrival signs.
When should I test presentations and event equipment?: Collect presentation files at least 3 days before the event and test them 1–2 days beforehand. Repeat a quick check on the morning of the event, including the projector, microphone, HDMI connection, extension cords and power strips.

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