How to organise an HIV testing day

An HIV testing day works best when clinical procedures, privacy and appointment flow are planned together. Start by defining your audience and venue capacity, then confirm the testing protocol and consent process before inviting anyone. Build the day around timed appointments, with reserve slots for cancellations and enough private space for consultations. The final checks are practical: verify kit expiry dates, label confidential records, brief volunteers and open the venue early enough to test equipment and signage.

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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
Define target audience and capacity
2 people
2
Reserve the test site
3
Check test protocols
2 people
4
Record privacy procedure
2 people
5
Draw up a consent form
6
Compile information leaflet
2 people
7
Publish registration form
8
Send invitations
2 people
9
Schedule social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Confirm test appointments
2 people
13
Keep reserve spots open
14
Order Test Materials
15
Order catering
16
Prepare volunteer instructions
2 people
17
Send directions
18
Follow up on registrations
2 people
19
Prepare privacy labels
20
Check test kits
2 people
21
Check expiration dates
22
Pick up catering
2 people
23
Bring materials to the venue
3 people
24
Pick up room keys
25
Open venue
2 people
26
Set up test rooms
4 people
27
Set up the reception desk
2 people
28
Set up the waiting area
2 people
29
Install privacy screens
2 people
30
Set up traffic signs
31
Lay out registration materials
2 people
32
Distribute test kits by room
2 people
33
Place waste stations
34
Set out coffee and tea
2 people
35
Conduct staff briefing
4 people
36
Carry out the opening check
2 people

Event

37
Welcome visitors
2 people
38
Check registrations
2 people
39
Register walk-ins
40
Have consent confirmed
2 people
41
Direct visitors to the test room
42
Conduct HIV tests
4 people
43
Discuss test results
4 people
44
Explain follow-up care
2 people
45
Keep anonymous registration records
46
Guide the queue
47
Distribute informational materials
48
Answer visitors' questions
2 people
49
Serve coffee and tea
50
Refill drinks
51
Refill snacks
52
Collect test waste safely
2 people
53
Keep the needlestick procedure available
54
Disinfect test rooms in between
2 people
55
Check toilets
56
Register last visitors
2 people
57
Complete new tests
4 people
58
Complete feedback meetings
4 people

Aftercare

59
Clear out the test rooms
4 people
60
Seal sharp waste
2 people
61
Store medical waste securely
2 people
62
Wash dishes
2 people
63
Store leftovers in the fridge
64
Collect waste
2 people
65
Clean rooms
3 people
66
Put furniture back
3 people
67
Remove privacy cloths
2 people
68
Remove signage
69
Count stock of unused materials
70
Return rented materials
2 people
71
Return venue keys
72
Safely archive registration data
2 people
73
Process pending referrals
2 people
74
Send thank-you message
75
Return unused groceries

What to bring

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

Furniture

Information desk
Tablesqty 10
Chairsqty 35
Treatment chairsqty 4
Lockable filing cabinet
Coat racksqty 2
Waste binsqty 8
Privacy room screensqty 4
Clothes racksqty 2

Equipment

Laptopqty 3
Tabletsqty 3
Printersqty 2
Cable reelsqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 3
Handheld microphone
Presentation screen
Cross-line laser

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Serving tongsqty 6
Chilled tablewareqty 4

Tableware

Drinking glassesqty 40
Coffee cupsqty 30
Platesqty 40
Cutlery setsqty 40
Coffee spoonsqty 30
Water carafesqty 6

Lighting

Desk lampsqty 6
LED lampsqty 6
Emergency lightingqty 2

Cleaning

Disinfectant dispensersqty 8
Hand soap dispensersqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning cartsqty 2

Test materials

HIV rapid test kitsqty 120
Sharps disposal containersqty 6
Medical waste binsqty 6
Disposable apronsqty 150
Nitrile glovesqty 300
Face masksqty 150
Sterile gauze padsqty 200
Alcohol wipesqty 250
Bandagesqty 150
Disposable matsqty 150
Pipettesqty 150
Timerqty 6
Hand sanitizerqty 8

Communication

Route arrowsqty 12
Information boardsqty 8
Name badgesqty 40
Clipboardsqty 10
Pensqty 30
Staplersqty 2
Paper binsqty 4
Tape dispensersqty 3
Document foldersqty 20

Catering

Groceries

Tips

Set capacity from the number of treatment chairs and private areas, not just the room size. Work backwards from your testing protocol to calculate how many appointments fit into the day, then keep a small number of reserve slots for late changes.
Write the privacy procedure before publishing registration. Decide who can access records, where completed forms are stored, how privacy labels are used and how long volunteers should keep visitors’ information visible at the desk.
Publish registration only after the consent form, information leaflet and appointment timetable are ready. Send directions and appointment confirmations at least 48 hours before the event, then follow up with anyone who has not confirmed.
Order test materials against the confirmed appointment count, plus a practical buffer for damaged or unusable kits. Check every kit’s expiry date when it arrives and again during the final venue check, rather than discovering a problem on the morning.
Separate arrival, waiting, testing and refreshments so visitors do not have to discuss private details in public. Before opening, test the laptop, tablets, printer, power strips and extension cords, and make sure confidential paperwork can be locked away immediately.

Frequently asked questions

How far in advance should I organise an HIV testing day?: Start planning at least 6 to 8 weeks ahead. That gives you time to reserve the site, confirm testing protocols, prepare consent and information materials, publish registration and order supplies without rushing.
How many appointment slots should an HIV testing day have?: Calculate slots from the approved testing protocol and the number of treatment chairs, then leave around 10% of capacity as reserve appointments. For example, if the team can safely handle 40 visits, publish about 36 and keep 4 slots available for changes or urgent gaps.
When should I send appointment confirmations for an HIV testing day?: Send the first confirmation as soon as a registration is processed and a final reminder 48 hours before the appointment. Include the arrival time, directions, privacy information and a contact route for cancellations.
What should I check the day before HIV testing?: Check test kits, expiry dates, consent forms, privacy labels and locked document storage the day before. Also confirm catering, volunteer instructions, room access and the working condition of tablets, printers and power connections.

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