Lung Cancer Day planning checklist

A Lung Cancer Day event needs careful coordination long before guests arrive. Confirm the venue and schedule first, then secure speakers, open registration and collect dietary and accessibility requirements. In the final week, focus on participant details, catering, directions and presentation equipment. On the day itself, allow time to check escape routes, arrange the room, set up reception and test every microphone, laptop and projector before registration opens.

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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

Confirm the venue definitively
Set the schedule and times
2 people
Approach speakers and experts by experience
2 people
Confirm Presentations and Contributions
2 people
Draft invitations
2 people
Send invitations
2 people
Open the registration form
Process registrations
2 people
Collect dietary requirements
Collect accessibility needs
Confirm registrations
2 people
Print participant list
Prepare name badges
2 people
Send directions
Share parking information
Place catering reservation
Check the shopping list
2 people
Do the shopping
2 people
Collect fresh produce
2 people
Bring materials to the venue
3 people
Open venue
2 people
Check safety and escape routes
2 people
Set out the room layout
3 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up info stands
3 people
Set up the presentation area
2 people
Connect the technical equipment
2 people
Test presentations
2 people
Test microphones
2 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Set out snacks
3 people
Lay out name badges

Event

Staff the registration table
2 people
Welcome visitors
3 people
Explain the program
Handle the opening
2 people
Host lectures
2 people
Collect questions from the audience
2 people
Staff info booths
5 people
Serve break snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Manage Prayer or Quiet Room
Announce evening program
Lead the memorial moment
2 people
Set up the dinner buffet
4 people
Serve dinner buffet
4 people
Serve diet meals
2 people
Collect tableware and waste
3 people
Support the evening lecture
2 people
Deliver the thank-you speech
See visitors out
3 people
Collect lost and found items

Aftercare

Switch off the equipment
2 people
Pack informational materials
3 people
Put furniture back
4 people
Clean the kitchen
3 people
Wash dishes
3 people
Sort and dispose of waste
3 people
Clean the room
3 people
Check and clean the restrooms
2 people
Return materials
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
Send thank-you message
Archive photos securely
Follow up on information requests
2 people
Sort invoices and receipts

What to bring

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

Furniture

Reception tablesqty 2
Tablesqty 12
Chairsqty 100
High tablesqty 6
Tableclothsqty 14
Coat racksqty 3

Tableware

Dinner platesqty 110
Pastry platesqty 110
Soup bowlsqty 100
Coffee cupsqty 100
Water glassesqty 120
Wine and soft drink glassesqty 120
Cutlery setsqty 110
Serving spoonsqty 12
Serving plattersqty 14

Equipment

Projector
Projection screen
Laptop
Microphonesqty 3
Microphone standsqty 2
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6
Cable tiesqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Serving tongsqty 8
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 3
Food warmersqty 6
Induction platesqty 2
Kitchen towelsqty 12

Decorations

Welcome sign
Directional signsqty 8
Info stand signsqty 6
Name card holdersqty 100
Flags and bannersqty 8

Lighting

Standing lampsqty 4
LED light stringsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broomsqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm the venue and timetable before sending invitations. Guests need the exact address, start time, finish time and parking information when they register.
Approach speakers and people with lived experience early, ideally at least 6–8 weeks before the event. Leave time to confirm presentation titles, contribution lengths and technical needs.
Close or review registrations several days before Lung Cancer Day. Use the final list to prepare name badges and check every dietary requirement and accessibility request with the venue or caterer.
Arrange catering around the programme rather than only the guest count. Confirm when coffee, refreshments and any meal will be served, then check that plates, cups, glasses, cutlery and serving items match the menu.
Arrive at least 2 hours before guests. Check escape routes, arrange tables and chairs, set up the reception desk, connect extension leads and power strips safely, and test the projector, screen, laptop and microphones.

Frequently asked questions

How early should I start organising a Lung Cancer Day event?: Start at least 8–12 weeks beforehand. Confirm the venue and schedule first, then allow 6–8 weeks for speaker invitations, registrations, catering and accessibility arrangements.
When should I send Lung Cancer Day invitations?: Send invitations once the venue, date, times and main contributors are confirmed, ideally 6–8 weeks before the event. Keep registration open for several weeks so you can process requests and follow up on missing information.
When should I collect dietary and accessibility requirements?: Ask for both requirements on the registration form from the first day registrations open. Review the responses at least 7 days before the event and confirm the final numbers with the venue or caterer.
How much setup time is needed before Lung Cancer Day starts?: Plan for at least 2 hours of venue setup, and 30–45 minutes of technical testing within that window. This covers room layout, reception, signage, catering areas, presentation equipment and a final safety check.

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.