Mobile consultation checklist

A mobile consultation needs more than a vehicle and a place to park. You need permission, a confirmed route, appointment and registration lists, working devices, reliable connectivity and a private way to speak with visitors. Plan the administrative work first, test the equipment before departure and leave enough time at the location for power, furniture and reception setup. This checklist helps you organise the work in a practical order.

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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

Reserve a pitch
Check the permit
Confirm route and location
Define target audience and opening hours
2 people
Send invitations
2 people
Post the announcement online
Process registrations
Collect dietary requirements
Schedule office hour appointments
2 people
Confirm contact details
Select information leaflets
Print forms and privacy sheets
Create appointment list and registration list
Charge laptops and tablets
Test printer and scanner
Test Wi-Fi and data connection
Do the shopping
2 people
Pack materials and documents
2 people
Check mobile unit
2 people
Drive to the stand location
2 people
Position mobile unit
2 people
Connect power supply
2 people
Set up tables and chairs
3 people
Place privacy screens
2 people
Set up the reception desk
2 people
Hang up signage
2 people
Lay out brochures and forms
2 people
Set out coffee and tea
2 people
Connect equipment and printer
2 people
Brief the team

Event

Welcome visitors
2 people
Register visitors
2 people
Manage the queue and appointments
Hold office hours
6 people
Process forms and documents
2 people
Hand out information leaflets
Serve coffee and tea
Refill drinks
Clean workstations during breaks
Guide visitors to the exit

Aftercare

Store documents safely
2 people
Switch off equipment
2 people
Pack materials and brochures
3 people
Clear tables and chairs
3 people
Take down privacy screens
2 people
Collect waste
2 people
Clean the workstations
2 people
Leave the mobile unit clean
2 people
Drive back to the stand location
2 people
Return equipment
2 people
Process registrations
2 people
Pass on open questions
2 people

What to bring

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

Furniture

Mobile clinic unit
Foldable tablesqty 6
Folding chairsqty 18
Reception desk

Privacy

Privacy screensqty 4

Equipment

Laptopsqty 6
Tabletsqty 2
Multifunction printer
Mobile Wi-Fi routerqty 2
Power banksqty 6
Extension cordsqty 4
Power stripsqty 4
Cable reelsqty 2

Lighting

Work lightsqty 4

Communication

Information boardsqty 4
Route arrowsqty 8
Clipboardsqty 10
Ballpoint pensqty 30
Name stickersqty 30
Information leafletsqty 250
Registration foldersqty 6
Archive boxesqty 4

Tableware

Reusable coffee cupsqty 50
Reusable water glassesqty 50
Teaspoonsqty 30

Kitchen

Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Cleaning

Cleaning bucketqty 2
Microfiber clothsqty 12
Hand sanitizerqty 4
Paper towelsqty 4
Waste binsqty 4

Catering

Groceries

Tips

Start with the pitch, permit, route and opening hours before sending invitations. Confirm the exact location and access arrangements early enough to change the plan if permission or parking is not available.
Set a clear registration deadline and collect dietary requirements at the same time. Prepare the appointment list, registration list, contact details and privacy documents together so nothing is missing at reception.
Test every laptop, tablet, printer, scanner and mobile Wi-Fi router before packing. Charge devices fully, pack power banks and bring extension cords, power strips and cable reels rather than relying on a single outlet.
Pack documents and visitor materials in separate, labelled folders or boxes. Keep forms, privacy sheets, information leaflets, clipboards, pens and name stickers at the reception desk so the first visitor can be registered immediately.
Arrive early enough to position the mobile unit, connect power, arrange tables and chairs, place privacy screens and set up the reception desk before opening. Allow extra time for route delays and for checking the connection once everything is in place.

Frequently asked questions

How early should I plan a mobile consultation?: Start the permit, pitch and route arrangements at least 4 to 6 weeks before the consultation. Send invitations only after the location, opening hours and contact details are confirmed.
When should I test the equipment for a mobile consultation?: Test laptops, tablets, the printer, scanner and Wi-Fi connection 2 to 3 days before departure. Charge devices and power banks again on the day before the consultation.
How much setup time does a mobile consultation need?: Allow at least 60 to 90 minutes on site before opening. This covers positioning the mobile unit, connecting power, arranging furniture, placing privacy screens and checking reception equipment.
What should I prepare for visitor registration?: Prepare the appointment list, registration list, contact details, forms, privacy sheets, clipboards and pens at least 1 day in advance. Keep spare paper and a manual registration option available if the printer or connection fails.

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