How to organize a stem cell donor day

A stem cell donor day needs more than a registration table. You are coordinating a donor organization, collecting personal information, guiding visitors through registration and keeping the process private. Start by confirming the date, venue and partner organization, then build the registration process and volunteer rota around the expected number of donors. Allow time for accessibility, power, equipment and food requirements before invitations go out. On the day, separate public information, registration and private conversations so people always know where to go.

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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
Confirm date and location
2
Coordinate with donor organization
2 people
3
Create registration form
4
Prepare privacy information
5
Send invitations
2 people
6
Publish social posts
7
Process registrations
2 people
8
Send registration confirmations
9
Collect dietary requirements
10
Check accessibility
11
Confirm venue booking
12
Confirm furniture reservation
13
Check power outlets
2 people
14
Create map and route
2 people
15
Prepare donor registration
2 people
16
Write volunteer instructions
17
Assign volunteers
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Chill drinks and food
2 people
21
Sort registration forms
2 people
22
Prepare name badges
23
Lay out the information materials
2 people
24
Charge equipment

Event

25
Open venue
2 people
26
Set up tables and chairs
4 people
27
Set up registration desk
2 people
28
Set up privacy areas
2 people
29
Set up information stands
2 people
30
Test audiovisual equipment
2 people
31
Prepare donor registration kits
2 people
32
Prepare coffee and tea
2 people
33
Display snacks and sandwiches
3 people
34
Brief volunteers
2 people
35
Staff the reception desk
2 people
36
Check registrations
2 people
37
Inform visitors
3 people
38
Supporting donor registration
4 people
39
Issue and collect swab kits
3 people
40
Check consent forms
2 people
41
Store completed forms securely
42
Guide presentation
2 people
43
Answer visitors' questions
2 people
44
Serve coffee and tea
2 people
45
Serve sandwiches and snacks
2 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Restock sanitary supplies
49
Escort the last visitors
2 people
50
Seal data and samples
2 people
51
Lock up the venue
2 people

Aftercare

52
Dismantle furniture
4 people
53
Sort materials
2 people
54
Wash dishes
2 people
55
Clean equipment
2 people
56
Clean the venue
3 people
57
Package leftover food
2 people
58
Dispose of waste
2 people
59
Hand over donor forms
2 people
60
Return rented materials
2 people
61
Archive digital files
62
Send thank-you messages

What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Bar stoolsqty 4
Privacy panelsqty 6
Clothes racksqty 2
Waste binsqty 8

Equipment

Laptopsqty 6
Tabletsqty 4
Mobile card terminalsqty 2
Printersqty 2
Projector
Projection screen
Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Charging stationsqty 3

Registration

Donor registration kitsqty 180
Disposable wipesqty 200
Sealable bagsqty 200
Document traysqty 8
Clipboard foldersqty 20
Desk pensqty 40
Registration desksqty 3
Wristbandsqty 200

Tableware

Reusable coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving traysqty 8
Pliersqty 6

Decorations

Information boardsqty 10
Directional signsqty 12
Standing bannersqty 4
Tableclothsqty 12
Name card holdersqty 20

Lighting

LED table lampsqty 8

Cleaning

Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 2

Catering

Groceries

Tips

Confirm the donor organization and venue before creating the registration form. Ask for their privacy wording, donor eligibility information and required registration materials at least 3–4 weeks before the event.
Use the registration form to collect arrival times, contact details and dietary or accessibility requirements. Send each person a confirmation with the route, check-in instructions and an honest estimate of how long registration will take.
Plan the room in zones: an information area, registration desks, a waiting area and a private section using privacy panels. Keep tables and chairs clear of routes, and check accessibility before publishing the venue address.
Assign volunteers to specific jobs rather than leaving the rota open-ended. For a busy session, schedule at least one person for welcome and queues, one for registration support and one for refreshments or general questions per shift.
Test every laptop, tablet, printer, microphone and charging station at the venue. Check power outlets, extension cords and power strips the day before, then charge equipment overnight and keep paper forms available if technology fails.

Frequently asked questions

How far in advance should I organize a stem cell donor day?: Start planning 6–8 weeks before the event. Confirm the donor organization and venue first, then allow 3–4 weeks for registrations, volunteer instructions and invitations.
How many volunteers do I need for a stem cell donor day?: Plan at least 3 active volunteers for a small session: one for welcome, one for registration and one for practical support. Add one volunteer for every 15–20 expected donors during the busiest period.
How do I protect donor privacy at the event?: Use privacy information approved by the donor organization and create a separate, screened registration area. Keep completed forms in document trays or sealable bags and restrict access to designated staff throughout the day.
What should I check the day before a donor registration event?: Check the room layout, furniture, accessibility, power and internet or device connections 24 hours beforehand. Also prepare name badges, information materials, registration kits and refreshments so setup is limited to opening the venue and final checks.

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.