How to organise an informal carer day

An informal carer day needs a calm programme, an accessible venue and enough breathing room between activities. Start by fixing the date and format, then secure the venue before inviting people. Build the attendance list around transport, dietary needs and the support guests may require. In the final week, confirm speakers, volunteers, catering and equipment, and prepare a simple run sheet so everyone knows what happens next.

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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 venue accessibility
2 people
4
Draft invitations
2 people
5
Send invitations
2 people
6
Register sign-ups
2 people
7
Collect dietary requirements
2 people
8
Inventory transport needs
2 people
9
Share parking information
10
Finalize the program
2 people
11
Confirm speakers
2 people
12
Select the music programme
2 people
13
Prepare activities
3 people
14
Make name badges
2 people
15
Update attendance list
16
Order catering
2 people
17
Check equipment
2 people
18
Assign volunteers
2 people
19
Share phone numbers
20
Print the run sheet
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Set out tableware
2 people
25
Set up the welcome desk
2 people
26
Bring materials to the venue
3 people
27
Open hall
2 people
28
Set up tables
4 people
29
Set up chairs
4 people
30
Set up the buffet
3 people
31
Set up coffee station
2 people
32
Connect the technical equipment
2 people
33
Test microphone
2 people
34
Set up the presentation area
2 people
35
Hang decorations
3 people
36
Set up break area
2 people
37
Check toilets

Event

38
Staff the registration desk
2 people
39
Welcome guests
3 people
40
Take coats
2 people
41
Serve coffee and tea
3 people
42
Give the opening speech
43
Facilitate experience story
2 people
44
Facilitate discussion tables
6 people
45
Serve snacks
3 people
46
Refill drinks
2 people
47
Staff the quiet room
2 people
48
Lead activity
4 people
49
Open the dinner buffet
2 people
50
Refill the dinner buffet
3 people
51
Clear tables
4 people
52
Provide music
2 people
53
Serve dessert
3 people
54
Give a thank-you speech
55
See off guests
3 people
56
Return coats
2 people
57
Serve the final drinks
2 people

Aftercare

58
Collect waste
3 people
59
Clear buffet
3 people
60
Wash dishes
3 people
61
Clear tables and chairs
4 people
62
Remove decorations
2 people
63
Switch off the equipment
2 people
64
Clean the room
4 people
65
Collect lost and found items
66
Lock up the venue
2 people
67
Return materials
3 people
68
Empty coolers
2 people
69
Distribute leftover food
2 people
70
Dispose of waste
2 people
71
Return borrowed items
2 people
72
Thank participants
2 people
73
Store photos securely

What to bring

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

Furniture

Cocktail tablesqty 4
Dining tablesqty 8
Chairsqty 70
Coat racksqty 3
Rest chairsqty 6
Tableclothsqty 10

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutlery setsqty 80
Serving spoonsqty 12

Kitchen

Serving traysqty 8
Soup ladlesqty 4
Food warmersqty 6
Coffee potsqty 4
Teapotsqty 3
Cutting boardsqty 4
Chef's knifeqty 3
Small bowlsqty 12
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 3
Coolersqty 4
Bluetooth speaker
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen

Decorations

Balloonsqty 80
Buntingqty 8
Table decorationsqty 10
Vasesqty 10
Flowersqty 10
Welcome sign
Name badgesqty 80
Badge holdersqty 80

Lighting

String lightsqty 4
LED lampsqty 6

Catering

Serving bowlsqty 12
Buffet platesqty 8
Drink dispensersqty 3
Water carafesqty 8
Table numbersqty 8
Allergen cardsqty 20
Menusqty 70
Groceries

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning glovesqty 6
Spongesqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Dish brushesqty 4

Activities

Conversation cardsqty 12
Notepadsqty 70
Pensqty 80
Colored pencilsqty 4
Coloring pagesqty 70
Game cardsqty 6
Puzzlesqty 4
Table gamesqty 6

Practical

Registration formsqty 80
Run sheetsqty 12
Name badgesqty 80
Tapeqty 6
Scissorsqty 4
Markersqty 12
Paper tapeqty 4
Umbrella stand

Tips

Check accessibility before booking the venue, not after invitations go out. Confirm step-free access, accessible toilets, seating options and a quiet rest area at least four weeks before the event.
Send invitations with the full programme and a clear response deadline, ideally three weeks before the day. Ask for dietary requirements, transport needs and a phone number for last-minute contact.
Plan the programme in short blocks and leave at least 15 minutes between activities. Carers may need extra time to arrive, settle in, take a break or speak privately with someone.
Assign volunteers to specific jobs rather than giving everyone general help. Have one person run the welcome desk, one update the attendance list and one coordinate speakers, activities and refreshments.
Finish the practical setup the day before where possible. Print the run sheet, prepare name badges, chill drinks and check microphones, speaker, extension cords, coffee equipment and food warmers before guests arrive.

Frequently asked questions

How far in advance should I organise an informal carer day?: Start planning at least eight weeks before the event. Book the venue and set the programme first, then send invitations around four weeks ahead so guests have time to arrange transport and support.
How long should an informal carer day last?: Allow around four to six hours, including arrival, breaks, food and informal conversation. Schedule a 15-minute break after each substantial programme block and keep a rest area available throughout.
When should I confirm catering and dietary requirements?: Collect dietary requirements with the invitation and confirm the final numbers with the caterer five to seven days before the event. Add a small buffer to the order only after checking the latest attendance list.
What should I prepare on the morning of the event?: Arrive at least two hours before guests to set out tables, chairs, tableware and the welcome desk. Test microphones and music, prepare coffee and snacks, and brief volunteers before the first arrival.

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.