Informal caregiver day planning checklist

An informal caregiver day needs more than a date and a room. You need time to collect registrations, dietary requirements and transport needs, then turn that information into an accessible programme and workable attendance list. Plan the welcome desk, seating, catering and volunteer roles before the final week. This checklist helps you keep practical support in view, from rest chairs and name badges to microphones, hot drinks and a printed run sheet.

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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

Set the date and program
2 people
Reserve venue
Check venue accessibility
2 people
Draft invitations
2 people
Send invitations
2 people
Register sign-ups
2 people
Collect dietary requirements
2 people
Inventory transport needs
2 people
Share parking information
Finalize the program
2 people
Confirm speakers
2 people
Select the music programme
2 people
Prepare activities
3 people
Make name badges
2 people
Update attendance list
Order catering
2 people
Check equipment
2 people
Assign volunteers
2 people
Share phone numbers
Print the run sheet
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tableware
2 people
Set up the welcome desk
2 people
Bring materials to the venue
3 people
Open hall
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the buffet
3 people
Set up coffee station
2 people
Connect the technical equipment
2 people
Test microphone
2 people
Set up the presentation area
2 people
Hang decorations
3 people
Set up break area
2 people
Check toilets

Event

Staff the registration desk
2 people
Welcome guests
3 people
Take coats
2 people
Serve coffee and tea
3 people
Give the opening speech
Facilitate experience story
2 people
Facilitate discussion tables
6 people
Serve snacks
3 people
Refill drinks
2 people
Staff the quiet room
2 people
Lead activity
4 people
Open the dinner buffet
2 people
Refill the dinner buffet
3 people
Clear tables
4 people
Provide music
2 people
Serve dessert
3 people
Give a thank-you speech
See off guests
3 people
Return coats
2 people
Serve the final drinks
2 people

Aftercare

Collect waste
3 people
Clear buffet
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Switch off the equipment
2 people
Clean the room
4 people
Collect lost and found items
Lock up the venue
2 people
Return materials
3 people
Empty coolers
2 people
Distribute leftover food
2 people
Dispose of waste
2 people
Return borrowed items
2 people
Thank participants
2 people
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 venue accessibility before confirming the booking. Allow room for rest chairs, clear routes, accessible toilets and a welcome desk that does not block the entrance.
Set a registration deadline at least 7 days before the event. Use the final list to confirm dietary requirements, transport needs, name badges, seating and catering quantities.
Confirm speakers, activities and the music programme at least 5 days ahead. Share the final programme and parking information with attendees before the day, including a phone number for last-minute questions.
Assign volunteers to specific time blocks rather than giving everyone a general role. Cover arrival, the welcome desk, catering, room changes and end-of-day clearing, and share phone numbers before setup starts.
Check power and serving equipment the day before. Test wireless microphones, the Bluetooth speaker, coffee machines, kettles, extension cords and power strips, then chill drinks and prepare snacks before guests arrive.

Frequently asked questions

How far in advance should I plan an informal caregiver day?: Start 4 to 6 weeks ahead if you need a venue, speakers, catering and volunteer support. Set the registration deadline at least 7 days before the event so you can confirm numbers and dietary requirements.
What should I ask attendees when they register?: Ask for their name, contact details, dietary requirements and transport or parking needs. Close registrations 7 days before the event, then update the attendance list and prepare name badges.
When should I order catering for an informal caregiver day?: Order catering after the registration deadline, usually 7 days before the event. Confirm the final headcount and dietary requirements with the caterer, and arrange snacks, drinks, coffee and tea before setup day.
What equipment should I test before the event?: Test microphones, the speaker, coffee machines, kettles and all extension cords at least 1 day before the event. Check that serving trays, food warmers, thermos flasks and coolers are ready before volunteers begin setup.

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.